Executive Assistant

Jobtailor; Dallas (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Jobtailor in Dallas, TX is seeking an experienced administrative professional to support the Management Team, Board of Directors, and Committees with confidential, high-level assistance, meeting logistics, and document management.

The role includes maintaining board portals, coordinating agendas, minutes, reports, travel, and event budgets while ensuring policy management and continuity readiness.

Qualifications

• High school diploma required.
• Professional, discreet, and confidential handling of sensitive information.
• Excellent organizational, planning, and time management abilities.
• Strong written and verbal communication across all organizational levels.
• Experience preparing executive correspondence, presentations, reports, and meeting minutes.
• Ability to coordinate meetings, travel, events, and multiple projects simultaneously; event planning preferred.
• Analytical and problem-solving skills with keen attention to detail.
• Proficient in Microsoft Office and collaboration platforms.
• Experience supporting executive leadership, boards, or governance functions preferred.
• Ability to work independently while fostering respectful, collaborative relationships with departments, branches, and Board members.
• Flexibility to work occasional non-traditional hours to support meetings and organizational events.

Responsibilities

• Provide confidential, high-level administrative support to the Management Team, Board of Directors, and Committees.
• Maintain intranet/extranet board sites and digital board packets for ALCO, CUSOs, Board, and Supervisory Committee.
• Coordinate executive, management, and Board meetings: agendas, reports, presentations, and policy research.
• Provide administrative support: minutes, research, reports, recognition programs (President's Circle, Bright Ideas), conferences, travel, and event budgets.
• Administer Policy Management system: track approvals, revisions, annual reviews, and compliance.
• Back up Emergency Response Plan coordination: updates, testing, and continuity readiness.
• Support Project/KSF Tracking System: updates, reminders, and reporting for Project Management.
• Manage daily executive mail distribution for Management and Board.
• Assist with Vendor Contract Management: documentation, timelines, and due diligence tracking.
• Support Internal Audit: external audit prep, research, and CUSO/ROC administrative tasks.
• Maintain executive file databases: scanning, archiving, timeline tracking, and reminders.
• Organize events, meetings, and travel for Executives, Supervisory Committee, and Board.
• Cultivate a positive, respectful, and collaborative culture across the organization—fosters strong relationships among staff, departments, branches, and external partners. Champion a caring and inclusive environment for both employees and members, aligned with the Credit Union's mission and values.

Skills

Professionalism

Confidentiality

Organizational skills

Communication

Meeting coordination

Time management

MS Office

Executive support

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Collaboration platforms

Job description

Responsibilities

• Provide confidential, high-level administrative support to the Management Team, Board of Directors, and Committees.
• Maintain intranet/extranet board sites and digital board packets for ALCO, CUSOs, Board, and Supervisory Committee.
• Coordinate executive, management, and Board meetings: agendas, reports, presentations, and policy research.
• Provide administrative support: minutes, research, reports, recognition programs (President's Circle, Bright Ideas), conferences, travel, and event budgets.
• Administer Policy Management system: track approvals, revisions, annual reviews, and compliance.
• Back up Emergency Response Plan coordination: updates, testing, and continuity readiness.
• Support Project/KSF Tracking System: updates, reminders, and reporting for Project Management.
• Manage daily executive mail distribution for Management and Board.
• Assist with Vendor Contract Management: documentation, timelines, and due diligence tracking.
• Support Internal Audit: external audit prep, research, and CUSO/ROC administrative tasks.
• Maintain executive file databases: scanning, archiving, timeline tracking, and reminders.
• Organize events, meetings, and travel for Executives, Supervisory Committee, and Board.
• Cultivate a positive, respectful, and collaborative culture across the organization—fosters strong relationships among staff, departments, branches, and external partners. Champion a caring and inclusive environment for both employees and members, aligned with the Credit Union's mission and values.

Qualifications

• High school diploma required.
• High level of professionalism, discretion, and sound judgment, with strict confidentiality when handling sensitive information.
• Exceptional organizational, planning, and time management skills; able to manage competing priorities and deadlines.
• Strong written and verbal communication abilities across all organizational levels.
• Experience preparing executive correspondence, presentations, reports, and meeting minutes.
• Ability to coordinate meetings, travel, events, and multiple projects simultaneously; event planning experience preferred.
• Strong analytical and problem‑solving skills with keen attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Access) and collaboration platforms.
• Experience supporting executive leadership, boards of directors, or governance functions preferred.
• Ability to work independently while fostering respectful, collaborative relationships with departments, branches, and Board members.
• Flexibility to work occasional non‑traditional hours to support meetings and organizational events.