Executive Assistant

Description

Title: Executive Assistant       

Department: Administration      

Reports To: Chief of Staff

Job Grade: 9                                                      

FLSA: Non-Exempt                                                                                                           Last Modified: 03/04/2025

It’s a Job … only better!

At UKFCU, we’re more than a Credit Union – we’re a community, and we’ve been proudly serving our members since 1937! As a rapidly growing, not-for-profit organization, we’re dedicated to making a real difference in the lives of our members and employees alike. If you’re looking for a workplace where you can grow, make an impact, and have fun while helping others, UKFCU is the place for you!

Why This Role Matters

As an Executive Assistant, you will provide high-level administrative support to the Board of Directors and Senior Leadership Team, ensuring seamless coordination of executive and board-related functions. Your ability to anticipate needs, manage complex schedules, and coordinate strategic initiatives will directly enhance the productivity and effectiveness of leadership at our organization. More than just an administrative role, you will serve as a trusted partner, helping to facilitate decision-making, maintain organizational efficiency, and uphold company policies.

What You’ll Do

Meeting & Event Coordination:

• Maintain and update the Board calendar, scheduling key meetings and deadlines.
• Draft and prepare meeting minutes, ensuring accurate documentation of discussions and action items.
• Arrange and coordinate venue rentals, catering, and logistics for meetings and training sessions.
• Manage registrations and logistics for senior management and Board conferences and industry events.

Administrative & Compliance Support:

• Handle expense reporting for the Board and senior management, ensuring accuracy and policy compliance.
• Send reminders about Board document due dates and maintain governance documentation.
• Upload Board and Committee books to the Board portal for accessibility.
• Obtain signatures on meeting minutes and ensure proper documentation.

Operational Support & Special Projects:

• Fulfill audit requests by collecting, organizing, and submitting required documents.
• Maintain mailing and shipping needs, ensuring timely package and document deliveries.
• Plan and schedule milestone breakfasts and employee recognition events.
• Manage travel arrangements, including airline reservations and itinerary coordination.
• Assist senior executives by managing projects and special assignments that support organizational objectives.

Training & Document Management:

• Schedule and coordinate Board education sessions and training opportunities.
• Research and coordinate vendor-led professional development programs.
• Maintain and update internal hubs with policies and key documents.
• Track Board conference details, registrations, expenses, and attendance records.

Qualifications

Who You Are

Experience & Education

• Associate’s degree in Business Administration, Communications, or a related field preferred.
• 3+ years of experience in an executive assistant or administrative support role, preferably supporting senior executives or board members.

Skills & Strengths

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism in handling confidential information.
• Proficient in Microsoft Office – PowerPoint, Excel, Word, and Outlook. 

Key Traits

• Detail-oriented with strong problem-solving skills.
• Proactive and adaptable to changing priorities.
• Strong interpersonal skills to facilitate communication with executives and stakeholders.

What’s In It for You?

• Competitive salary and industry-leading benefits
• Opportunities for professional growth and leadership development
• A chance to make a lasting impact on our members and the organization’s future

Legalese

Equal Opportunity Employer
UKFCU is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.

At-Will Employment
Employment with UKFCU is deemed “at-will,” which means that either you or the company may terminate the employment relationship at any time, with or without cause or notice, unless otherwise provided by law.

Physical and Cognitive Demands
This role requires a blend of physical activity and mental focus to effectively perform its essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role. Key physical activities include sitting, standing, walking, and occasional lifting (up to 25 pounds). You’ll also use your hands for various tasks, reach with your arms, and engage in conversations. Vision requirements include the ability to focus, perceive depth, and distinguish colors. Cognitive abilities essential for this role include judgment, auditory perception, memory, reasoning, and occasional persuasion.

Work Environment
You’ll primarily work indoors in a comfortable, climate-controlled office setting. The noise level is typically moderate, ensuring a focused yet dynamic work environment. Reasonable accommodations will be provided as needed to support an inclusive workplace.

 This position requires fully on-site work in Lexington, Kentucky.