Executive Administrative Assistant

Achieva Credit Union; Town of Florida (NY); On-site; USD 48,000 - 64,000; Full time

Job summary

Achieva Credit Union in Florida seeks an Executive Administrative Assistant to support the Executive Leadership Team with discretion and exceptional service. You will coordinate schedules, travel, and communications while ensuring efficient operations and professional representation of the credit union.

This onsite role requires collaboration across departments, strong written and verbal skills, and proficiency with Microsoft Office and Adobe Acrobat to prepare reports, notes, minutes, and board

Qualifications

• Associate’s degree or equivalent experience.
• Minimum 3 years of executive-level administrative support experience, preferably supporting C-suite executives.

Responsibilities

• Provide proactive executive administrative support to ELT, enhancing team efficiency.
• Research and compile data for reports, presentations, projects, and committees.
• Manage executive calendars, schedule meetings, prepare agendas, and record minutes for committee meetings.
• Coordinate travel arrangements as approved by the CEO or Board of Directors.
• Draft and manage correspondence, reports, and other documentation.
• Oversee minutes and board materials to ensure documentation standards.

Skills

Discretion & confidentiality

Executive communication

Diplomacy

Planning & time management

Multitasking

Interpersonal skills

AV meeting support

Education

Associate’s degree or equivalent experience

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

Be the Key to Executive Success

At Achieva, great leadership starts with great support. As our Executive Administrative Assistant, you'll play a vital role in keeping priorities aligned, operations running smoothly, and leaders focused on what matters most. From coordinating executive schedules and communications to managing critical projects and events, you'll be a trusted partner at the heart of our organization.

Keep leaders organized and focused

Build strong relationships across the organization

Support high-impact initiatives and projects

Join a 14-time Top Workplace that invests in its people

If you're a proactive professional who thrives in a fast-paced environment, anticipates needs, and takes pride in creating exceptional experiences, we'd love to meet you.

Support excellence. Drive efficiency. Make an impact.

Position Summary

The Executive Administrative Assistant supports the Executive Leadership Team (ELT) by providing high-level administrative assistance with professionalism, discretion, and exceptional service. This role ensures efficiency in executive operations and acts as a liaison across departments and external partners while maintaining confidentiality and a polished representation of the credit union.

Position is onsite at our corporate office in Dunedin, FL.

Key Responsibilities

Executive Support and Operations

• Provide proactive executive administrative support to ELT, enhancing team efficiency.
• Research and compile data for reports, presentations, projects, and committees.
• Analyze and summarize information for presentation to the Board of Directors, senior leadership, and management.
• Manage executive calendars, schedule meetings, prepare agendas, and record minutes for committee meetings.
• Coordinate travel arrangements as approved by the CEO or Board of Directors.
• Draft and manage correspondence, reports, and other documentation.
• Identify and elevate items requiring immediate executive attention.

Documentation and Records Management

• Maintain and ensure availability of business and operational reports, forms, and corporate records.
• Oversee minute books, bylaws, budgets, policies, and ensure compliance with documentation standards.
• Develop board resolutions and review minutes for bylaw compliance.

Internal Coordination and Facilities Oversight

• Liaise with internal departments and external contacts.
• Provide systems and technical meeting support for ELT.
• Coordinate community use of corporate facilities for meetings and events.
• Oversee company vehicle checkout process and routine maintenance.
• Manage beverage/food services and corporate coffee/tea programs.
• Place and manage supply orders for executives and other designated areas.

Administrative Functions

• Complete monthly credit card reconciliations for executive team.
• Process invoices per established processes and vendor agreements.
• Act as backup to Administrative Assistant.
• Perform other essential duties as assigned.

Education And Experience

• Associate’s degree or equivalent experience.
• Minimum 3 years of executive-level administrative support experience, preferably supporting C-suite executives.

Skills And Attributes

• High level of discretion and confidentiality.
• Exceptional written and verbal communication skills.
• Ability to engage with executives, board members, and external partners with diplomacy.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Skilled in Adobe Acrobat (editing preferred).
• Strong planning, prioritization, and time management.
• Proven ability to manage multiple priorities and adjust quickly to shifting demands.
• Professional demeanor and strong interpersonal skills.
• Technical skills related to audiovisual meeting support.

Physical Demands & Work Environment

This role primarily operates in a professional office environment and regularly uses standard office equipment such as computers, phones, and audiovisual systems. The employee must be able to remain in a stationary position for extended periods and communicate effectively through various platforms.

This role may occasionally require physical activity such as walking, bending, reaching, or standing for extended periods. Occasional lifting of items up to 25 pounds may also be required.

Achieva Credit Union is committed to providing equal employment opportunities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Achieva Credit Union is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, age.