Executive Assistant

Description

At Allegacy, our roots run deep — anchored in a longstanding commitment to doing right by our members and the communities we serve. Every role within our organization plays a vital part in nurturing the relationships that make that promise real. As a member of our team, you'll be empowered to live out our brand every day, building meaningful connections that support the financial wellbeing of those who count on us most.

The Executive Assistant provides high-level, trusted administrative support to a team of executive leaders, helping Allegacy Financial operate with clarity, responsiveness, and excellence. This role manages complex schedules and communications, coordinates executive travel and meetings, develops polished materials, and independently advances projects that require discretion, sound judgment, and close attention to detail. The Executive Assistant also partners with the Chief of Staff to support Board of Directors meetings, leadership retreats, conferences, and special events.

This team member brings our purpose to life by strengthening the relationships, preparation, and follow-through that allow leaders to better serve our members and communities.

Key Accountabilities

Results-focused duties and responsibilities

• Executive communications: Develops and edits presentations, emails, reports, spreadsheets, memos, meeting materials, and other business communications on behalf of executive leaders.
• Calendar and meeting management: Manages complex calendars for multiple executives, including onsite and virtual meetings, appointments, conference calls, and related logistics. Maintains, sorts, files, and distributes incoming correspondence as needed.
• Priority management: Meets regularly with supported executives to align priorities, schedules, key initiatives, and deadlines. Anticipates needs, identifies conflicts, and alerts leaders to critical dates and required follow-up.
• Executive partnership: Uses emotional intelligence, agility, tact, and the ability to manage up effectively in a fast-paced environment with changing priorities.
• Travel coordination: Coordinates airline, hotel, ground transportation, and other travel arrangements, and prepares clear, detailed itineraries for executives and teams.
• Document production: Uses word processing, presentation, spreadsheet, graphics, and collaboration tools to create professional analyses, correspondence, reports, and presentations.
• Records and governance support: Maintains executive records, minutes, corporate files, and reports in an organized, secure manner that supports timely retrieval and appropriate retention.
• Expense administration: Processes and tracks expense reports for supported executives and follows Allegacy Financial expense policies and procedures.
• Project support: Researches and completes special projects using initiative, independent judgment, resourcefulness, and strong follow-through.
• Relationship management: Represents executive intent, schedules, and preferences clearly and professionally with external partners, members, Board members, and team members across Allegacy.
• Policy and confidentiality: Follows all Allegacy Financial policies and procedures, maintains familiarity with relevant Board and handbook requirements, and protects confidential and sensitive information at all times.
• Additional responsibilities: Completes other job-related duties and special assignments as needed.

Requirements

• High school diploma or equivalent required; college degree strongly preferred.
• Three or more years of comparable administrative experience supporting senior or executive leaders.
• Financial services experience preferred; prior experience coordinating activities for a Board of Directors is highly desirable.
• Strong proficiency in the Microsoft Suite, including Copilot, Adobe Acrobat, and related business technology. 
• Experience drafting, compiling, and editing business correspondence, including emails, member letters, reports, proposals, presentations, and meeting minutes.
• Demonstrated judgment and initiative with the ability to work independently in a dynamic environment with competing priorities and deadlines.
• Strong interpersonal skills and the ability to build trusted relationships and collaborate across the organization.
• Proven problem-solving skills, exceptional attention to detail, and a consistent commitment to accuracy and follow-through.
• Excellent verbal and written communication skills. Strong storytelling and research skills are preferred.
• Ability to operate standard office equipment.
• Notary designation desired.
• Must be bondable.

Work Environment and Other Requirements

Travel, schedule, communication, and physical requirements

• Frequently communicates detailed or important instructions and ideas accurately, clearly, and promptly.
• Understands, remembers, follows, and exchanges instructions, information, and guidelines, and organizes ideas into clear business language.
• Applies sound reasoning and decision-making to resolve routine and complex problems.
• Dependable attendance and punctuality are essential to the role.
• Participates in volunteer opportunities and professional development, including administrative support conferences, webinars, and continuing education.
• Demonstrates flexibility and adaptability when schedules or business needs change, including occasional after-hours or Saturday work.
• Travel: Less than 25%.
• Physical requirements: Ability to sit or stand for extended periods in a typical office environment and lift up to 45 pounds.