Executive Assistant

Freedom Federal Credit Union; Bel Air (MD); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Paid time off

11 holidays

Medical, Dental, Vision

401k

Tuition Reimbursement

Job summary

Freedom Federal Credit Union seeks an Executive Assistant to provide high-level, confidential support to the President/CEO and executive leadership. The role coordinates executive-office operations, communications, meetings, Board and committee administration, and special projects.

Responsibilities include calendar management, travel, preparing materials, coordinating vendor activities, and ensuring timely follow-up on commitments.

Qualifications

• Requires high school diploma or equivalent; higher education preferred (associates/bachelor).
• Minimum 3 years executive-level or senior administrative experience; 5+ years preferred, supporting President/CEO or executive leadership.
• Experience handling confidential information, complex schedules, meetings, and multiple priorities; familiarity with board/committee administration.

Responsibilities

• Manages and prioritizes the President/CEO’s calendar, meetings, travel, and events; prepares materials and logistics.
• Prepares and coordinates executive correspondence, presentations, reports, agendas, and meeting materials; serves as a main contact.
• Maintains confidential records and coordinates meetings, workshops, and organizational events; supports board and committee administration.
• Tracks decisions, action items, deadlines, and cross-functional follow-up; supports special projects and initiatives.
• Coordinates purchasing, vendor relationships, contracts, and administrative records; ensures documents are accurate and secure.

Skills

Executive support

Calendar management

Communication

Project coordination

Confidentiality

Education

High school diploma or equivalent

Associate’s degree

Bachelor’s degree

Tools

Microsoft 365

Document management

Workflow tools

Project tracking

Job description

Position Summary

The Executive Assistant provides high-level, confidential support to the President/CEO and executive leadership, coordinating executive-office operations, communications, meetings, Board and committee administration, special projects, purchasing, and vendor activities. Working with substantial independence and discretion, the role anticipates needs, manages competing priorities, and ensures timely follow-through on executive and organizational commitments.

Primary Responsibilities:

Executive & Administrative Support

• Manages and prioritizes the President/CEO’s calendar, meetings, appointments, travel, events, and other commitments; anticipates needs and prepares materials and logistics in advance.
• Prepares, edits, and coordinates executive correspondence, presentations, reports, agendas, meeting materials, and communications; serves as a key point of contact with internal and external stakeholders.
• Maintains confidential executive-office records and coordinates meetings, workshops, and organizational events, including scheduling, documentation, and follow-up.

Executive Follow-Through & Project Coordination

• Tracks executive decisions, commitments, action items, assignments, deadlines, and cross-functional follow-up to support timely completion.
• Coordinates assigned special projects and organizational initiatives, including milestones, deliverables, dependencies, documentation, status updates, and escalation of significant delays or risks.
• Conducts research and prepares concise summaries, reports, and management information to support executive decision-making and organizational planning.

Board & Committee Support

• Provides administrative support to the Board of Directors, Supervisory Committee, ALCO, and other committees as assigned.
• Coordinates schedules, agendas, meeting packages, travel, training, logistics, minutes, action-item follow-up, and secure records.
• Maintains the Board Portal and ensures materials are accurate, timely, organized, and appropriately distributed.

Purchasing, Vendors & Business Administration

• Coordinates centralized purchasing, purchase requests, orders, deliveries, administrative accounts, equipment, supplies, and services within established budgets and approval authority.
• Supports vendor selection, relationships, contract administration, renewal tracking, documentation, and identification of cost-saving or efficiency opportunities.
• Maintains organized and secure vendor, contract, purchasing, and administrative records.

Audit, Risk & Process Support

• Provides administrative and coordination support for internal and external audits, regulatory examinations, and assigned Compliance and Risk Management business‑continuity activities.
• Coordinates requests, responsible parties, deadlines, responses, and supporting documentation.
• Identifies and supports practical improvements to administrative processes, workflows, communication, and executive-office productivity using technology, automation, and collaboration tools.

Knowledge, Skills & Core Competencies:

Executive Effectiveness & Organization

• Plans & Aligns; Manages Complexity; Action Oriented; Ensures Accountability — Demonstrates strong executive support, organization, planning, prioritization, and time-management skills; anticipates needs, manages competing priorities, and ensures timely follow-through.

Judgment, Trust & Professionalism

• Instills Trust; Decision Quality; Composure — Exercises sound judgment, discretion, confidentiality, and professionalism; works independently, determines when escalation is appropriate, and remains effective in sensitive or time- critical situations.

Communication & Collaboration

• Communicates Effectively; Interpersonal Savvy; Collaborates — Communicates clearly and professionally in writing and verbally, prepares concise executive-level materials, builds productive relationships, and coordinates work across departments without formal supervisory authority.

Project, Board & Business Administration

• Applies strong research, analytical, problem‑solving, and project‑coordination skills; synthesizes complex information for senior leadership and maintains working knowledge of Board and committee administration, purchasing, vendors, contracts, and recordkeeping.

Technology & Continuous Improvement

• Tech Savvy; Nimble Learning; Continuous Improvement — Proficient with Microsoft 365 and contemporary collaboration, document‑management, workflow, and project‑tracking tools; learns new systems quickly and identifies practical opportunities to improve productivity and administrative processes.

Requirements

Education and Experience:

• Required High school diploma or equivalent. Preferred Associate’s degree, bachelor’s degree, or additional education in business administration, management, communications, or a related field.
• Minimum of three years of progressively responsible executive-level or senior administrative experience. Five or more years of executive-level administrative experience, including support to a President/CEO, executive leadership team, Board of Directors, or comparable senior leadership group.
• Experience managing confidential information, complex schedules, meetings, communications, and multiple priorities.
• Experience coordinating projects, vendors, executive communications, and organizational initiatives using project‑tracking, document‑management, and collaboration technology.
• Preferred Financial institution, credit union, or other regulated‑industry experience.

COMPANY INFORMATION:

Freedom Federal Credit Union is a community-chartered federal credit union offering consumer financial services to those who live, work, volunteer, worship, attend school, or have family in Harford, Baltimore, & Carroll Counties as well as Baltimore City. Additionally, Freedom offers a full line of banking services for all businesses, associations, and other organizations that are based in those same locations. To learn more, visit freedomfcu.org.

Freedom Federal Credit Union offers competitive compensation, and our benefit offerings include:

• Paid time off Accrual of 17 days in 1st year of employment
• 11 paid holidays with an extra floating holiday for your birthday
• Medical, Dental, and Vision coverage – Single and Family options available
• Supplementary Health Benefit offerings including Critical illness insurance, Accident Insurance, and Hospital Indemnity Plans
• Life and AD&D Insurance, Short-Term and Long-Term Disability Plans
• 401k Retirement Plan with employer match options after 1 year, potential for additional discretionary contribution from the organization each year
• Tuition Reimbursement options of up to $5,250 each year

Freedom Federal Credit Union conducts credit, bond, and background checks. All new hires must present evidence of authorization to work in the US. Freedom Federal Credit Union participates in the E-Verify program. Freedom Federal Credit Union is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected Military/Veteran status and will not be discriminated against based on disability.

If you are a disabled applicant and cannot apply online, please contact Freedom directly at [e-mail] for assistance.