Lead Executive Operations Coordinator

Description

Summary

The Executive Operations Coordinator-Lead supports the Office of the EVP at Sunward Federal Credit Union, operating with minimal supervision and significant autonomy to execute the full range of daily and weekly operational work that keeps the EVP's calendar, communications, and priorities running smoothly, within the methodology and priorities established by the Director, Business Support & Program Management. This role anticipates workload trends, independently resolves complex or non-routine logistics issues, and serves as the point of contact for other departments and leaders on day-to-day coordination with the Office of the EVP, recommending process improvements as opportunities arise. This frees the Director to focus on strategic planning, program leadership, and higher-level oversight.

Essential Functions

• Daily Prep Assembly: Independently build, quality-check, and continuously refine the daily preparation process, anticipating recurring issues and proactively adjusting as the EVP's priorities evolve.
• Meeting Prep & Logistics: Execute meeting coordination on the EVP's calendar within the scheduling methodology and priorities set by the Director, Business Support & Program Management, resolving complex or competing logistics demands and serving as the point of contact for other departments and leaders on meeting and logistics details with the Office of the EVP.
• Travel Coordination: Execute travel logistics, itineraries, and briefing materials for the EVP and the broader Office of the EVP, resolving complex or last-minute disruptions with minimal oversight, in alignment with travel priorities and parameters set by the Director, Business Support & Program Management.
• First Drafts: Produce polished first-draft decks, talking points, and planning materials for review by the Director, Business Support & Program Management, partnering directly with other departments and leaders to gather input and ensure materials reflect accurate, up-to-date information.
• Weekly Business Dashboard Support: Compile, format, and quality-check weekly business dashboard inputs from across departments, resolving gaps or inconsistencies in leader updates and recommending process improvements to the underlying collection process; final insight generation and analysis is owned by the Director, Business Support & Program Management.
• Event & Culture Support: Serve as the primary point of contact with the Marketing, Communications, and Business Development team on logistics for Amigos Townhalls, culture events, and similar activities, anticipating needs and independently resolving complex logistics issues that span multiple departments.
• Administrative & Expense Processing: Process expense reports and handle related administrative tasks for the Office of the EVP, identifying and resolving complex discrepancies and recommending process improvements, partnering with Accounting or Finance as needed.
• Scheduling & Cross-Department Coordination: Manage day-to-day calendar and scheduling coordination across the Office of the EVP with significant autonomy, serving as the point of contact for other departments and leaders seeking time with the EVP, and applying prioritization guidelines set by the Director, Business Support & Program Management to resolve competing requests.

Requirements

Experience

• Minimum of 4+ years of experience in an administrative, coordinator, or executive support role, with demonstrated experience operating with minimal supervision, influencing cross-functional partners, and resolving complex or non-routine issues. 
• Experience supporting senior leadership is strongly preferred.
• Preferred Credit Union or Banking industry experience
• Event Planning and scheduling experience a plus

Education

• High school diploma or equivalent required. Advanced coursework, certification, or specialized training in administrative or executive support practices preferred.

Knowledge

• Advanced knowledge of executive-support and office-management practices, including calendar management, meeting logistics, and travel coordination.
• Knowledge of confidentiality, discretion, and information-handling standards appropriate for supporting senior leadership.
• Working knowledge of expense reporting, procurement, and related administrative policies and procedures, including how to identify and resolve complex discrepancies.
• Knowledge of credit union or financial services organizational structure sufficient to influence and align cross-functional priorities and stakeholders across the EVP's purview.
• Working knowledge of event planning and logistics coordination practices for internal culture and business events.
• Advanced knowledge of business dashboard and reporting practices, including how to identify and drive improvements to recurring reporting processes.

Skills/Abilities

• Strong organizational skills, with the ability to independently manage a broad and complex range of responsibilities and anticipate shifting priorities and deadlines.
• Sound judgment and discretion when handling confidential and sensitive information, with the ability to resolve complex or ambiguous situations independently.
• High proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and willingness to learn additional tools such as Craft and Jira.
• Ability to identify, recommend, and help implement ways to automate and simplify routine tasks and deliverables.
• Excellent written and verbal communication skills, with the ability to influence and align other departments and leaders on day-to-day coordination and priorities affecting the Office of the EVP.
• Comfort operating with minimal supervision in a fast-paced environment with shifting priorities.
• Ability to deliver in stressful and time-sensitive circumstances, exercising sound judgment under pressure.
• Demonstrated ability to influence and align other departments and leaders on day-to-day coordination with the Office of the EVP, and to recommend process improvements within established methodology.

Physical Requirements/Work Environment

• Flexibility regarding schedule; ability to accommodate occasional early mornings, evenings, or shifted hours to align with the EVP's calendar and time-sensitive deliverables.
• Prolonged periods of sitting and working at a computer.
• Must be able to operate standard office equipment (computer, keyboard, mouse, phone, videoconferencing tools). 
• Ability to communicate effectively, both verbally and in writing, with senior leadership, employees, and external stakeholders. 
• Visual acuity to review materials, correspondence, and dashboards on screen. 
• Ability to occasionally lift or move meeting, event, or travel-related materials up to 10-15 pounds. 
• Occasional travel may be required to support meetings, events, or travel logistics for the Office of the EVP. 
• Work performed in a professional office or hybrid environment.