Executive Assistant

This is an in office position. Candidates must live in/around Pasadena, CA OR Hendersonville, TN

For over 88 years, we have worked to create trusting relationships with our fire family. The bonds we build are the foundation of our credit union. As the largest, exclusive firefighter credit union in the nation with over $2.0B in assets, we serve over 64,000 members in more than 1,000 fire departments.

The Executive Assistant for the Chief Executive Officer (CEO) is responsible for the overall operations and effectiveness of the Office of the CEO. As the main point of contact to the CEO, the assistant will work and communicate effectively with all internal and external contacts. Further, the assistant acts as a business partner to the executive team and Board of Directors to prepare presentations, data, information, and resources for special projects, coordinates communication, plans meeting and event logistics, and follows up on action items while maintaining the strictest confidentiality of all corporate and personal information.

Primary Responsibilities:

• Ensuring the overall operations and effectiveness of the CEO by acting as the first point of contact and functions as a “gatekeeper” to the CEO.
• Acting as the liaison to the Board including providing support for Board meetings, coordinating schedules, maintaining minutes, and distributing materials in advance.
• Researching, prioritizing, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determining appropriate course of action, referral, or response.
• Prioritizing conflicting needs, handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.
• Planning, coordinating, and managing the CEO’s schedule and travel plans.
• Managing a variety of special projects and research for the CEO and Board of Directors including all efforts related to the Spring & Fall Strategic Conferences.
• Ensuring the Senior Management team’s calendars, schedule, and travel plans are maintained and providing them with additional administrative support as needed.

Basic Qualifications:

• Requirements: Bachelor’s Degree
• Minimum of 5 years of experience as an Executive Assistant supporting C-level Executives.
• Experience scheduling meetings and travel, planning events, and preparing associated expense reports.
• Experience planning and executing events.
• Experience acting as the liaison between the organization and Board of Directors