Executive Assistant

Credit Union Executives Society, Inc.; Oak Ridge (TN); Hybrid; USD 55,000 - 75,000; Full time

Job summary

ORNL Federal Credit Union is seeking an Executive Assistant to support senior leadership in Oak Ridge, TN. The role focuses on calendar management, travel arrangements, meeting planning, and preparation of board materials, with emphasis on confidentiality and accuracy.

The position requires five years of office administration experience, strong communication skills, and proficiency in Microsoft 365 and board portal tools. Hybrid work arrangements may develop after onboarding.

Qualifications

• Minimum 5 years in office administration or equivalent supporting senior executives.
• Experience managing a Board portal or similar technology is preferred.
• Strong written and verbal communications skills are required.

Responsibilities

• Plans, coordinates, and executes logistics for executive events, town halls, and meetings, including materials and vendors.
• Manages complex executive and board calendars, schedules, and travel logistics with attention to policy and security.
• Prepares board packets, agendas, and minutes with high accuracy and on deadlines.
• Compiles reports, presentations, and strategic documents for leadership and board meetings.

Skills

Communication skills

Attention to detail

Time management

Confidentiality

Problem solving

Education

Bachelor's degree in business or related field

Tools

Microsoft 365

Word

Excel

PowerPoint

Outlook

Adobe Acrobat

Concur

Board portal software

Job description

Executive Assistant

ORNL Federal Credit Union

, Oak Ridge, TN

USA

Position Description

Essential Functions & Responsibilities:

• Plans, coordinates, and executes logistics for executive-sponsored team events, town halls, and team meetings. Prepares meeting materials, coordinates caterers and vendors, and manages communications to promote a collaborative work environment.
• Proactively manages complex Executive and Board calendars, prioritizing scheduling requests, resolving conflicts, and balancing strategic priorities. Coordinates internal and external meetings with staff, vendors, credit union partners, and board members, ensuring strict adherence to company visitor policies, badging protocols, and security access procedures for all external guests.
• Manages end-to-end travel logistics for Executives and Board members, including flights, hotels, ground transportation, and conference registrations. Creates travel and conference itineraries and handles real-time adjustments and travel troubleshooting as needed.
• Prepares, compiles, and distributes Board and committee packets, including agendas, financial documentation, and meeting minutes with high precision and formatting accuracy. Collaborates cross-departmentally to secure required financial and strategic documentation well in advance of deadlines. May assist in maintaining board records, tracking action items, and managing board member communications.
• Organizes and maintains strategic documents, data, policies, procedures, and information to ensure efficient and easy retrieval. Compiles and prepares reports, presentations, and documentation for strategic planning, leadership meetings, and board meetings, as assigned.
• Tracks, reconciles, and submits executive expense reports and reimbursements in compliance with corporate policies and with attention to detail and accuracy. Prepares and submits check requests, purchase orders, and invoices to Accounts Payable to ensure accurate and timely vendor payments.
• Serves as backup to the Administrative Assistants for inventory monitoring, placing supply orders, and ensuring office stock levels remain adequate.
• Performs other job-related duties as required.

Work Experience:

• Minimum 5 years in office administration, preferably supporting senior executives. Required
• Experience managing a Board portal or similar technology. Preferred

Education, Licenses, and Certifications:

• Bachelors Degree in a business field OR an equivalent combination of education, training, work-related experience, or military experience. Required

Other Skills:

• Proficiency in Microsoft 365, Word, Excel, PowerPoint, Outlook, Adobe Acrobat, Concur, and a Board portal software.
• Proficiency in Canva and DocuSign.
• Ability to adapt to and learn new technologies/systems/applications.
• Ability to work with limited instruction, research, create, and deliver reports, interpret results and problem solve.
• Strong ability to manage small details of large events to ensure resources are available, risks mitigated, and events progress smoothly.
• Knowledge of standard office administrative practices and procedures, and records management principles and practices.
• Excellent written and verbal professional communication skills.
• Ability to proofread and edit professional documents.
• Strong professional writing ability, including excellent grammar.
• Service-oriented mindset and flexibility in tasks.
• Basic budgeting and project management skills.
• Timeliness and follow-through in completing tasks.
• High level of confidentiality and ability to complete tasks in a professional manner.

Hybrid Remote Statement:

Following initial onboarding and training, this position may transition to a hybrid remote work arrangement, allowing performance of job duties to be completed both from home and on-site, with a structured schedule designed to support flexibility, business objectives, and consistent collaboration.