Senior Executive Assistant & Board Liaison

Maine Credit Union League; Portland, Northern (ME, KY); Hybrid; USD 70,000 - 110,000; Full time

Job summary

Atlantic FCU in South Portland seeks a Senior Executive Assistant & Board Liaison to partner with the President & CEO and liaison to the Board of Directors.

The role requires organizing complex calendars, preparing materials for meetings, and coordinating governance activities. You will manage executive travel, coordinate strategic initiatives, and support senior leadership with confidential information and high-visibility projects.

Qualifications

• Associate’s or bachelor’s degree in Business Administration, Communications, Management, or a related field, or an equivalent combination of education and experience.
• 3-5 years of executive administrative support experience, preferably for C-Suite.
• Experience supporting a Board of Directors, executive committees, or governance functions.
• Excellent written/verbal communication and discretion with confidential information.
• Strong project coordination and ability to manage competing priorities.

Responsibilities

• Manage complex calendars, meeting schedules, executive correspondence, and priorities.
• Prepare briefing materials, reports, presentations, agendas, and communications for meetings and CEO engagements.
• Coordinate Executive Leadership Team meetings, planning sessions, and retreats.
• Record minutes, track actions, and maintain official records from leadership meetings.
• Support governance compliance, calendars, and board materials through portals and document systems.
• Oversee travel arrangements, events, and organizational communications.

Skills

Executive support

Calendar management

Stakeholder communication

Discretion & judgment

Education

Bachelor’s degree or higher

Business-related field

Tools

Microsoft 365

PowerPoint

SharePoint

Board portals

Job description

Atlantic FCU is hiring a Senior Executive Assistant & Board Liaison in South Portland.

Description

Atlantic FCU is seeking a highly organized, strategic, and service-orientedSenior Executive Assistant & Board Liaison to serve as a trusted partner to our President & CEO and primary liaison to our Board of Directors. This is a unique opportunity for an experienced executive support professional who thrives in a fast-paced environment, enjoys managing high-visibility initiatives, and brings exceptional judgment, professionalism, and discretion to everything they touch.

What You’ll Do

• Manage complex calendars, meeting schedules, executive correspondence, and competing priorities.
• Anticipate executive needs, identify potential issues, and proactively resolve routine matters.
• Prepare briefing materials, reports, presentations, agendas, and communications that ensure the President & CEO is fully prepared for meetings, speaking engagements, and strategic discussions.
• Coordinate Executive Leadership Team meetings, leadership planning sessions, and retreats.
• Record minutes, document decisions, and track follow-up actions from leadership meetings.

Board & Governance Administration:

• Act as the primary liaison to the Board of Directors and its committees.
• Coordinate governance calendars, board meetings, committee meetings, educational activities, and volunteer communications.
• Prepare, review, distribute, and maintain Board and Committee materials through board portals and document management systems.
• Attend Board, Supervisory Committee, ALCO, Product & Pricing, and other executive-level meetings to record minutes, track action items, and maintain official records.
• Support governance compliance requirements, deadlines, and regulatory expectations.

Strategic Projects, Travel, & Events:

• Coordinate enterprise-wide projects and strategic initiatives on behalf of the President & CEO, collaborating with leaders across the organization to execute key priorities.
• Develop project plans, monitor timelines, track deliverables, and provide status reporting.
• Manage all executive travel arrangements, logistics, registrations, and expense coordination.
• Plan and coordinate employee events, volunteer activities, community engagement initiatives, and organizational celebrations - executed professionally and within budget.
• Oversee administrative operations supporting the Executive Office and headquarters location, including meeting spaces, executive records, and administrative workflows.
• Manage relationships with mail, courier, and office service vendors.
• Ensure effective handling and distribution of sensitive correspondence and organizational documentation.
• Identify opportunities to improve efficiency through automation, process enhancements, and technology-based solutions, including workflow and reporting tools for the Executive Office.

Atlantic is an Equal Opportunity Employer.

Why Join Atlantic FCU?

At Atlantic FCU, we are committed to creating an environment where collaboration, integrity, service, and innovation thrive. As a member of our leadership support team, you’ll have the opportunity to make a meaningful impact on the organization, work closely with executive leadership and the Board, and contribute to initiatives that support our employees, members, and communities.

Requirements

What We’re Looking For:

• Associate’s or bachelor’s degree in Business Administration, Communications, Management, or a related field, or an equivalent combination of education and experience.
• 3-5 years of executive administrative support experience in a complex business environment, preferably supporting C-Suite executives.
• Experience supporting a Board of Directors, executive committees, or governance functions.
• Exceptional written and verbal communication, paired with the discretion required to handle confidential and sensitive information.
• Sound business judgment and problem-solving skills, with the ability to coordinate projects, manage competing priorities independently, and build effective relationships at every level of the organization.

Technical Skills:

• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneNote.
• Experience creating executive presentations, reports, dashboards, and meeting materials.
• Familiarity with board portals, document management systems, and collaboration technologies preferred.