Executive Assistant

Medallion Bank; Salt Lake City (UT); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

401(k) with company match

PTO with holidays

Job summary

Medallion Bank is seeking an Executive Assistant to provide high-level administrative support to the CEO and senior leadership. You will manage calendars, coordinate board-related activities, handle travel, prepare materials for meetings, and maintain confidentiality across sensitive information.

The role demands excellent communication, discretion, and the ability to juggle multiple priorities in a fast-paced environment.

Qualifications

• Bachelor's degree preferred; equivalent experience accepted.
• 5+ years of experience as an executive assistant, ideally within a financial services, corporate, or publicly traded environment.
• Strong written and verbal communication; discretion, integrity, and attention to detail.
• Ability to manage multiple priorities under pressure and meet strict deadlines.

Responsibilities

• Manage calendars for senior leadership, including urgent requests and calendar changes; protect executive focus time and ensure meetings have a clear purpose.
• Coordinate with direct reports and cross-functional teams to track key deliverables and deadlines; support planning and logistics for leadership off-sites and reporting cycles.
• Prepare and organize materials for leadership, committee, and strategic planning meetings.
• Handle expense management and reimbursement requests from senior leadership.
• Triage executive emails; surface high-priority items and manage outgoing communications timelines.
• Make travel arrangements with complete itineraries, transportation, lodging, and events.
• Draft correspondence, reports, and communications on behalf of executives.
• Coordinate board meeting logistics including scheduling, agendas, and distribution of materials.
• Coordinate management communication schedules with directors of the Bank’s and parent company’s boards.
• Own bank-wide ABA training schedules with tracking and follow-up.
• Oversee office administration tasks including records storage, vendor management, and supplies.
• Serve as liaison between the executive team and employees; monitor stakeholder relationships and alert leadership on overdue touchpoints.
• Handle sensitive requests and confidential information with discretion; act as a trusted representative of senior leadership.
• Perform other duties as assigned.

Job description

Please Note: Employment with Medallion Bank is contingent on passing both a background check and maintaining a clean background.

Who we are:

At Medallion Bank we finance fun! We are an industrial loan bank that specializes in providing consumer loans for the purchase of recreational vehicles, boats, home improvement, and offering loan origination services to fintech partners. We work directly with thousands of dealers, contractors and financial service providers serving their customers throughout the United States. Medallion Bank is a small company with a big impact. We recognize our employees as our greatest asset and have a culture to prove it!

How You Will Support The Team:

The Executive Assistant (EA) provides high-level administrative support to the CEO and senior leadership team. This role requires strong organizational skills, discretion, and the ability to manage a wide range of responsibilities, including investor relations support, board of directors coordination, and day‑to‑day operational tasks. The EA will serve as a key point of contact for internal and external stakeholders, ensuring smooth communication and efficient operations.

What We Are Looking For:

• Manage calendars for senior leadership, including adjusting calendars to address urgent requests and managing incoming requests; proactively protect executive focus time by declining, rescheduling, or consolidating meetings as appropriate; ensure all scheduled meetings have a clear purpose prior to being confirmed; and build in adequate transition time between commitments.
• Coordinate with direct reports and cross‑functional teams to track key deliverables and deadlines, escalating issues and delays as needed; support planning and logistics for leadership team off‑sites and recurring reporting cycles.
• Prepare and organize materials for leadership, formal committee and strategic planning meetings.
• Handle expense management and reimbursement requests from senior leadership.
• Triage executive email inboxes, surfacing high‑priority items requiring immediate attention and flagging time‑sensitive requests; manage outgoing communications timelines to ensure all commitments and responses are met.
• Make travel arrangements in an expeditious, accurate and cost‑effective manner. Ensure complete itineraries, including transportation and lodging logistics, meetings, social and special events, and meals.
• Draft correspondence, reports, and communications on behalf of executives.
• Coordinate logistics for board meetings, including scheduling, agenda preparation, and distribution of materials.
• Coordinate management communication schedules and activities with key stakeholders, including directors of the Bank’s and parent company’s boards.
• Own Bank‑wide ABA training schedules and assignments, including regular tracking and follow‑up.
• Oversee office administration tasks, including scheduling, records storage and filing, assigned vendor management, supply management, visitor handling, etc.
• Serve as liaison between the executive team and employees, to the extent required and without negatively affecting our open‑door policy, ensuring effective information flow. Proactively monitor key stakeholder relationships and alert leadership when touchpoints or follow‑ups are overdue.
• Handle sensitive requests, company confidential information and stakeholder information with discretion; act as a trusted representative of senior leadership.
• Perform other duties as assigned.

You would be a GREAT fit with these skills:

• Strong written and verbal communication skills; professional presence with board members and investors.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with virtual meeting platforms.
• Ability to manage multiple priorities under pressure and meet strict deadlines.
• Demonstrated discretion, integrity, and attention to detail.

Preferred Level of Experience:

• Bachelor’s degree preferred; equivalent experience accepted.
• 5+ years of experience as an executive assistant, ideally within a financial services, corporate, or publicly traded environment.

What’s in it for YOU?

• Comprehensive benefits including medical, dental, vision, disability, and life insurance.
• 401K with a company match.
• PTO including 11 federal paid holidays off, vacation time and sick time.
• Financial Wellness Program.
• Volunteer Opportunities.
• Awesome company culture and co‑workers who love to work here!
• Work Life Balance – We don’t use that term lightly!
• Company Wide Open Door Policy.