Executive Administrative Assistant

Talentify; Dubuque (IA); On-site; USD 45,000 - 65,000; Full time

Job summary

Dupaco is seeking an Executive Administrative Assistant to serve as a trusted partner to senior leadership and the Board of Directors. This role provides high-level administrative and operational support, coordinating priorities, initiatives, and board activities to enable leadership to focus on advancing Dupaco's mission.

The position emphasizes proactive support, effective communication, and meticulous attention to detail, fostering collaboration, trust, and service across the organization.

Qualifications

• 3-5+ years of experience providing administrative support to senior leaders or executives.
• Highly organized and resourceful with excellent time management and prioritization skills.
• Excellent interpersonal, verbal, and written communication skills.
• Proficiency in Microsoft Office and in-house software applications.

Responsibilities

• Manage and proactively prioritize executive calendars to align with strategic priorities and board cycles.
• Coordinate executive and Board meetings, travel, logistics, materials, catering, and related support services.
• Anticipate scheduling conflicts and resolve competing priorities.
• Track deliverables and progress across executive initiatives to ensure alignment and accountability.
• Proactively anticipate executive needs and support leadership effectiveness and key initiatives.

Skills

Executive support

Calendar management

Travel coordination

Communication

Confidentiality

Tools

MS Office

Job description

The Executive Administrative Assistant serves as a trusted partner to senior leadership and the Board of Directors, providing high-level administrative and operational support that drives organizational success. This role ensures the seamless coordination of executive priorities, strategic initiatives, and board activities, enabling leadership to focus on advancing Dupaco's mission and delivering exceptional service to members. Through proactive support, effective communication, and exceptional attention to detail, the Executive Administrative Assistant helps strengthen organizational effectiveness while fostering a culture of collaboration, trust, and service.

Dupaco Values:

• Demonstrates Dupaco Values: Rooted In Trust, Empathetic Understanding, Strengthening Relationships, Advocate for All and Invest in You

#DupacoDifference. https://www.youtube.com/watch?v=Oy_rZxNXcC8

What you'll be doing:

Executive & Leadership Support

• Manage and proactively prioritize executive calendars to align with strategic priorities, leadership commitments, and organizational rhythms (e.g., SLT, SGT, board cycles)
• Coordinate executive and Board meetings, travel, and related logistics including room setup, audio/visual arrangements, meeting materials, catering, and other support services as needed to ensure a professional and seamless experience
• Anticipate scheduling conflicts and proactively resolve competing priorities
• Track deliverables, deadlines, and progress across executive activities and initiatives to ensure alignment and accountability
• Proactively anticipate executive needs and take appropriate action to support leadership effectiveness, organizational priorities, and successful execution of key initiatives

Board of Directors Support

• Serve as a primary administrative point of contact for Board members, ensuring timely, professional, and responsive communication
• Coordinate Board member travel arrangements, including transportation, lodging, and itineraries
• Manage conference registrations, logistics, and related documentation for Board participation in external events
• Coordinate and distribute invitations to Board members for events and activities
• Respond to or route Board inquiries appropriately, ensuring follow-through and resolution
• Support a seamless and positive Board experience through proactive coordination, attention to detail, and high service standards

Administrative Operations & Office Support

• Process executive and Board expense reports, invoices, and reimbursements accurately and in a timely manner
• Track and reconcile executive or departmental expenses, ensuring compliance with policies
• Coordinate procurement and management of office supplies and administrative resources
• Sort, review, and distribute incoming mail and deliveries; prioritize and route items as appropriate
• Coordinate the purchase and distribution of Life Event gifts and cards
• Maintain secure and confidential corporate records and regulatory correspondence, including communications from the NCUA, state regulatory agencies, real estate documentation, Board records, and other official organizational files, ensuring records are maintained in an organized, secure, and readily accessible manner
• Provide general administrative support to ensure smooth day-to-day office operations
• Manage memberships and subscriptions (e.g., professional organizations, learning platforms, club memberships) for executives and Board members, including renewals, access, and coordination of related benefits

Communication & Stakeholder Coordination

• Serve as a primary point of contact between executives, internal teams, and external partners
• Draft, edit, and manage professional communications, presentations, and reports with a focus on clarity and accuracy
• Ensure consistent, timely communication flow across leadership and key stakeholders

Confidentiality & Judgment

• Handle sensitive organizational and personnel information with the highest level of discretion
• Work independently with minimal direction while exercising sound judgment in managing priorities, communications, and administrative activities

Process Improvement & Administrative Excellence

• Identify opportunities to improve administrative workflows, meeting effectiveness, and communication processes
• Implement tools and practices that enhance organization, efficiency, and consistency across executive support activities, including senior leadership team meetings
• Perform other duties as assigned.

You’ll need:

• 3-5+ years of experience providing administrative support to senior leaders or executives
• Highly organized and resourceful, with exceptional time management and prioritization skills. Proven ability to manage multiple projects, maintain strict confidentiality, and deliver accurate, detail-oriented work in a fast-paced, team-oriented environment
• Excellent interpersonal, verbal, and written communication skills required, with the ability to professionally represent the Credit Union and effectively interact with members, vendors, and employees at all levels
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), including the ability to quickly learn and apply in-house software applications while effectively managing and navigating multiple operational systems

Qualifications

Behaviors

Required

• Team Player:Works well as a member of a group
• Loyal:Shows firm and constant support to a cause
• Enthusiastic:Shows intense and eager enjoyment and interest
• Detail Oriented:Capable of carrying out a given task with all details necessary to get the task done well
• Dedicated:Devoted to a task or purpose with loyalty or integrity

Motivations

Required

• Ability to Make an Impact:Inspired to perform well by the ability to contribute to the success of a project or the organization

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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