Executive Assistant to the CEO

First Command Financial Services, Inc.; Fort Worth (TX); Hybrid; USD 95,000 - 130,000; Full time

Job summary

First Command Financial Services, Inc. is seeking an Executive Assistant to provide high-level administrative support for the President/CEO and Chairman of the Board.

The role requires handling confidential information with professionalism, managing a demanding workload, and collaborating across departments in a fast-paced environment. The successful candidate will maintain an exceptionally organized calendar, coordinate complex travel, and prepare materials for leadership meetings and board

Qualifications

• Associates Degree required.
• Bachelor’s Degree preferred.
• 10 years of experience as an Executive Assistant supporting C-level executives.
• Experience dealing with confidential information and high-volume task management.
• Ability to anticipate needs, think critically, and maintain professionalism and discretion.

Responsibilities

• Provides high-level administrative support to the President/CEO and Chairman of the Board.
• Manages the CEO’s complex schedule and real-time inquiries.
• Coordinates executive travel and processes expense reports.
• Coordinates Board of Directors and Military Advisory Board meetings and logistics.
• Drafts correspondence and oversees key communications on behalf of the CEO.
• Ensures confidentiality and operates with discretion and integrity.

Skills

Executive support

Calendar management

Communication

Discretion

Travel coordination

Meeting planning

MS Office proficiency

Team collaboration

Prioritization

Education

Associates Degree

Bachelor's Degree

Tools

Microsoft Outlook

Microsoft Teams

PowerPoint

Excel

Microsoft Office Suite

Job description

Job Description

How will this role impact First Command?

The Executive Assistant is a critical component of the Executive Office team providing high-level, comprehensive administrative support for the President/CEO (CEO) and Chairman of the Board as well as ensuring an efficient and effective workflow within the Executive department is maintained. This dynamic position represents and supports the highest level of the company, and as such, deals with highly confidential information and is responsible for managing a high-volume of tasks and projects with competing priorities and deadlines in an extremely fast-paced environment. To be successful, the Executive Assistant must possess the ability to anticipate needs, think critically, be resourceful, and offer solutions to problems with a high level of professionalism and discretion. The Executive Assistant must also demonstrate significant individual initiative as well as the ability to work collaboratively with a variety of individuals.

Job Description

How will this role impact First Command?

The Executive Assistant is a critical component of the Executive Office team providing high-level, comprehensive administrative support for the President/CEO (CEO) and Chairman of the Board as well as ensuring an efficient and effective workflow within the Executive department is maintained. This dynamic position represents and supports the highest level of the company, and as such, deals with highly confidential information and is responsible for managing a high-volume of tasks and projects with competing priorities and deadlines in an extremely fast-paced environment. To be successful, the Executive Assistant must possess the ability to anticipate needs, think critically, be resourceful, and offer solutions to problems with a high level of professionalism and discretion. The Executive Assistant must also demonstrate significant individual initiative as well as the ability to work collaboratively with a variety of individuals.

In summary, this position requires highly effective skills in diplomacy, collaboration, teamwork, organization, prioritization, creativity, discretion, judgment, courtesy, empathy, and resilience.

What will the employee do in this role?

• High-level administrative support for the President/CEO includes:
  • Serves as the primary liaison between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with executive and senior management staff;
  • Communicates directly, and on behalf of the CEO, with outside military and business contacts;
  • Manages the CEO’s complex schedule by
    • Maintaining an intimate knowledge of the CEO’s schedule in order to respond to and communicate on real-time inquiries and/or adjustments;
    • Proactively anticipating the CEO’s priorities in order to effectively enable calendar efficiency, channel information to maintain Executive decision processes, and ensure the CEO is adequately prepared with required meeting material;
  • Managing incoming communications and meeting requests by responding independently when possible, based on knowledge of the CEO’s preferences, office functions, policies, priorities, availability, etc., or by delegating issues to the appropriate level of capable staff to increase the effectiveness of the CEO;
  • Arranges the CEO’s complex corporate travel and processes subsequent expense reports;
  • Prioritizes all incoming correspondences, determines its disposition, and directs to appropriate internal staff with instructions and/or suggestions for preparation of reply. As required, drafts responses for the CEO’s signature based on knowledge of activities, interests, priorities, etc.;
  • Coordinates and communicates the logistics for all leadership meetings and Home Office functions owned by the CEO, determining when it is appropriate to handle all logistics directly or to work with the Meetings and Events department;
  • Other duties as assigned;
• Administrative support for the FCFS Board of Directors and FCFS Military Advisory Board includes:
  • Provides administrative support, as appropriate, to the Chairman of the Board, to include scheduling appointments and processing expense reimbursements;
  • Coordinates and communicates the logistics for all Board of Director (BOD) and Military Advisory Board (MAB) meetings, including committee meetings, outside director calls, and MAB conference calls;
  • Manages the onboarding and offboarding logistics of BOD and MAB members;
  • Processes expense reimbursements and compensation requests for the Board of Directors and Military Advisory Board members;
  • Communicates and manages meeting content deliverables from both an intake and outflow perspective for Board of Director and Military Advisory Board meetings, and all Home Office functions as lead by the Executive Department;
  • Manages the request and approval process for all events/engagements attended by members of the Military Advisory Board;
  • Other duties as assigned;
• General administrative support:
  • Type meeting minutes/notes/action items;
  • General photocopying, scanning, e-mailing, printing, and mailing;
  • Provides support coverage when the Executive Department’s Administrative Assistant is out of office;
  • Other duties as assigned;
• Serves as the Executive department’s administrative subject matter expert;

Education

• Associates Degree (required)
• Bachelors Degree (preferred)

Work Experience

• 10 years’ experience as an Executive Assistant for a mid to large-sized company supporting C-level executives

Required Knowledge, Skills And Abilities

• Communication - expert level, both verbal and written
• Operational - exceptional organizational skills, impeccable attention to detail, persistent in prioritization and resourcefulness, strong perception and anticipation abilities
• Strategic Multi-Tasking - strong context-switching skills, often at a moment’s notice with ability to complete a high volume of tasks and projects with little or no guidance
• Decisiveness and Speed - able to make appropriate, informed decisions and react with appropriate levels of urgency
• Confidentiality - able to maintain a high level of integrity and discretion in handling confidential information
• Delegation - within and across departmental boundaries
• Consummate Team Player - able to influence others, often with senior titles, without resorting to position power
• Flexibility - willing to work additional hours as required by the position
• Technology - expert proficiency in Microsoft Office Suite to include Outlook, Teams, Word, PowerPoint, Excel, Co-Pilot, and other office software

LI-NC1

LI-Hybrid