Executive Assistant

Executive Assistant

ALERO FINANCIAL CREDIT UNION

Elgin, IL Job Details Full-time $67,177.17 - $100,765.75 a year 1 day ago Benefits Profit sharing Commuter assistance Disability insurance Health insurance Dental insurance Flexible spending account Tuition reimbursement Paid time off Vision insurance 401(k) matching Life insurance Pet insurance Qualifications Meeting minutes Record keeping Computer operation Internal controls Report writing Microsoft Excel Microsoft Outlook Phone communication Event coordination Expense management Regulatory compliance Process improvement Executive administrative support Research Industry knowledge of financial regulations Document archiving Managing executive calendars Guest services Employee engagement Senior level Document management Cross-functional collaboration Travel scheduling Leadership Communication skills Adobe Acrobat Editing Regulatory compliance management Cross-functional communication Progress tracking (project management tasks) Time management

Full Job Description Position Title:

Executive Assistant Reports to:

CEO Grade Level:

11

Full Salary Range:

$67,177.17 - $100,765.75

Hiring Salary Range:

$67,177.17 - $83,971.46

Primary Responsibilities:

Provide confidential and professional administrative support for the President/CEO, and senior leadership team that includes a wide range of administrative duties. Interface with other executives in the credit union, with board directors, with members, visitors, and vendors to the credit union. Prepare reports, correspondence, manuals, spreadsheets, and all other communications utilizing a broad range of computer applications. Duties must be accomplished in compliance with federal and state laws and in accordance with the credit union's policies and procedures and with constant attention to Alero Financial's creed, vision, mission, and goals.

Duties and Responsibilities:

Executive Support & Coordination Manage complex calendars for the President/CEO and senior leadership, ensuring alignment with strategic priorities Coordinate meetings, travel, and executive engagements with a high level of accuracy and efficiency Anticipate needs, proactively remove obstacles, and ensure the CEO is prepared for all meetings and commitments Serve as a gatekeeper and facilitator to optimize the President/CEO's time and effectiveness Provide concierge-level support to executives, board members, and visitors, ensuring a seamless and professional experience Proactively identify and recommend improvements to processes across the organization, independently resolving matters with confidence while operating with the trust and support of the President/CEO and executive leadership Board & Governance Administration Prepare and distribute board and committee materials, including agendas, reports, and presentations Capture accurate, concise, and actionable meeting minutes, ensuring clarity of decisions and accountability Track board and executive action items and ensure timely follow-through Maintain and manage the board portal (e.g., BoardEffect) and governance records Coordinate board member onboarding, training, and required registrations Manage regulatory filings and communications related to board governance (e.g., IDFPR updates) Prepare and maintain board resolutions and official documentation Corporate Secretary & Authorized Signer Management Serve as the functional Corporate Secretary, ensuring the integrity and accuracy of official records, governance documentation, and institutional authorizations Maintain and update authorized signer designations across key financial, regulatory, and operational platforms, including Alloya, Federal Reserve accounts, NCUA, and IDFPR Coordinate and document changes to executive authority, signers, and access rights in alignment with board approvals and internal controls Prepare, track, and distribute certified resolutions and documentation required for banking relationships, regulatory agencies, and third-party vendors Act as liaison with external partners and regulators to ensure timely and accurate execution of documentation, certifications, and updates Maintain a centralized, auditable record of all authorized signers, access levels, and related governance approvals Ensure compliance with internal policies and regulatory expectations regarding dual control, segregation of duties, and authority governance Support audits and examinations by providing accurate documentation of signers, resolutions, and governance records Communication & Reporting Draft, edit, and distribute executive-level communications, reports, and correspondence Ensure messaging is clear, accurate, and aligned with organizational tone and brand Evaluate incoming communications, prioritize responses, and route appropriately Keep the President/CEO informed of key issues, concerns, and follow-up needs Support internal communication efforts, including leadership updates and organizational messaging Strategic & Project Support Coordinate cross-functional initiatives on behalf of the President/CEO Track progress on key strategic priorities and follow up with stakeholders to ensure execution Conduct research and prepare reports, summaries, and presentations to support decision-making Assist in the development and compilation of strategic planning materials and organizational reports Culture & Engagement Initiatives Chair and lead the Employee Engagement Committee, planning and coordinating initiatives that foster a positive and connected workplace culture Plan and support employee events, celebrations, and recognition activities Organize and facilitate the company book club, including materials, communications, and meeting coordination Contribute to initiatives that enhance employee experience and organizational engagement Administrative & Operational Support Prepare, process, and distribute a variety of documents, reports, and materials with a high degree of accuracy Manage and maintain governance and historical records, including archived documents Coordinate logistics for meetings, training sessions, conferences, and organizational events Assist with expense reporting for executives and board members Support internal platforms such as the intranet and governance pages Manage travel arrangements for executives, board members, and staff as needed Perform other duties as assigned

Qualifications:

Education and Experience Minimum of 5 years of executive-level administrative or related experience, preferably supporting C-suite leadership Experience working with boards of directors and governance processes preferred Exceptional organizational, time management, and problem-solving skills Skills and Competencies Strong written and verbal communication skills with attention to detail High level of discretion, professionalism, and emotional intelligence Ability to manage multiple priorities in a fast-paced, dynamic environment Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Experience with board portals and enterprise systems preferred Proactively embraces new systems, technology, and digital innovation, continuously seeking opportunities to enhance efficiency, streamline processes, and elevate organizational effectiveness Benefits Health, Vision, Dental Insurance Long-term Disability Insurance Critical Illness Life Insurance 401(k) match Profit sharing PTO Flexible Spending Account Tuition Reimbursement Pet Insurance Commuter Benefit While performing the duties of this role, the employee is regularly required to sit, use a computer, and communicate effectively in person and via phone or virtual platforms. Occasional travel and schedule flexibility may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.