Executive Administrative Assistant

SUMMARY OF POSITION :

This position is responsible for providing professional executive-level administrative and project support services for the SVP & Chief Financial Officer (CFO), SVP & Chief Information Officer (CIO), and VP / Director of Marketing & Business Intelligence. The incumbent ensures efficient coordination among these divisions-Finance, Information Technology, and Marketing & Business Intelligence-by managing priorities, anticipating needs, and supporting the strategic and operational planning processes. This position also assists in preparing senior leadership and Board presentations, manages divisional budgets, and provides coordination among key departments to advance our customers mission and strategic priorities.

The position requires exceptional attention to detail, effective communication, technical expertise, responsiveness, initiative, and sound judgment in handling sensitive matters and problem solving. The incumbent must exercise discretion and anticipate requirements rather than waiting for direction, ensuring that the executives are consistently well-informed, well-prepared, and supported in advancing our customers strategic initiatives.

PRINCIPAL ACCOUNTABILITIES AND FUNCTIONS :

• Executive Support & Coordination

1. Provides comprehensive and proactive administrative support to the CFO, CIO, and VP / Director of Marketing & Business Intelligence.

2. Manages and prioritizes complex senior leadership calendars and schedules meetings to optimize executives' time and alignment across divisions. Anticipates scheduling conflicts, monitors executive commitments and deadlines, and ensures timely preparation of materials and follow-up actions. Facilitates leadership meeting logistics.

3. Monitors and manages divisional budgets for Finance, Information Technology, and Marketing & Business Intelligence, tracking expenses, forecasting, and preparing monthly variance reports for executive review.

4. Screens calls, correspondence, and visitors; provides information or resolves issues directly when possible.

5. Prepares and edits executive-level presentation materials for internal and Board meetings by stated deadlines.

6. Coordinates briefing materials in advance of Board or leadership meetings, ensuring executives are well prepared.

• Exercises judgment and communicates effectively on behalf of the executives to staff, Board members, vendors, and external partners. Finance / CFO & ALCO

Support :

1. Coordinates the preparation and distribution of agendas, materials, and accurate minutes for Asset / Liability Committee (ALCO), Liquidity, and Budget meetings.

2. Assists the CFO in compiling, monitoring, and reconciling divisional budgets, capital expenditure reports, and financial schedules.

3. Prepares and maintains financial reports, dashboards, and other confidential materials for Board and management review.

4. Supports departmental compliance documentation and maintains confidential ALCO and Finance files in accordance with NCUA and internal policy standards.

• Information Technology / CIO Support :

1. Provides administrative and project support for Information Technology initiatives, including IT Steering Committee meetings (add TAG, TAP, etc. ...).

2. Coordinates the scheduling, logistics, and documentation for technology governance and project review meetings.

3. Assists with technology vendor management documentation and maintains department files for contracts, cybersecurity reviews, and operational reports.

4. Manages divisional intranet updates and assists with internal communications supporting Technology operations.

• Marketing & Business Intelligence Support :

1. Assists in compiling and reviewing presentation materials for senior leadership or Board updates on marketing, growth performance, and member research.

2. Coordinates sponsorship and donation requests, verifying compliance with Tower's policy before disbursement.

3. Prepares internal and external correspondence, marketing summaries, and reports for senior management and Board use.

4. Coordinates scheduling and preparation for media or community events where senior leadership is participating.

• Strategic Planning & Project Management :

1. Plays an integral role in supporting and managing the strategic planning session process-including scheduling, logistics, preparation of supporting documentation, and follow-up reporting for the Spring and Fall Planning Sessions.

2. Assists in gathering data, preparing reports, and drafting presentations in support of key strategic, financial, and technological goals.

3. Supports the annual and mid-year planning cycles by compiling divisional budget summaries and variance analyses to inform strategic discussions.

• Meetings, Reporting, and Documentation :

1. Coordinates and attends executive-level meetings; takes accurate minutes and ensures timely follow-up of action items.

2. Prepares, formats, and edits correspondence, reports, and presentations of a confidential or technical nature.

3. Maintains secure and organized divisional and corporate files for Finance, Information Technology, and Marketing & Business Intelligence, forwarding official documents to the President's Office as appropriate.

• Travel, Training, Certification, and Scheduling Management :

1. Coordinates domestic and out-of-town travel arrangements for executives, including transportation, lodging, conference registrations, and itineraries.

2. Prepare expense reports and processes reimbursements accurately and in a timely manner.

3. Proactively manages leadership calendars, coordinates schedule adjustments, and resolves conflicts with discretion.

4. Maintains record of training, certifications, memberships, and subscriptions for the SVP & CFO, SVP & CIO, and VP / Director of Marketing & Business Intelligence.

• Administrative Leadership :

1. Acts as liaison between the executives and other departments to facilitate workflow, communication, and accountability.

2. Provides guidance and coordination among other administrative support staff to ensure quality, consistency, and timeliness of deliverables.

3. May provide backup support to the Senior Administrative Assistant-President and Senior Administrative Assistant - Executive during absences, including workflow coordination and team support.

• Skills

Administration, Product management, Microsoft, Microsoft office, Project coordination, Calendar management, Project management, Budget management, Excel analysis, Customer service, Data analysis

• Additional Skills & Qualifications

REQUIRED QUALIFICATIONS :

• Associate degrees or equivalent combination of education and experience.
• Minimum of five (5) years of progressively responsible experience supporting senior-level executives, preferably across multiple divisions.
• Demonstrated experience managing complex schedules, preparing executive reports, and coordinating high-level meetings.
• Demonstrated experience supporting divisional budget management, including expense tracking and variance reporting; forecasting experience preferred.
• Proven ability to anticipate needs, manage priorities, and maintain accuracy under pressure.
• Excellent written and verbal communication skills.
• Strong project management, organization, and time management skills.
• Ability to handle confidential information with discretion.

COMPETENCIES :

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Proficiency in Adobe Acrobat in preparing, editing and merging several documents to create meeting packages for participants.
• Proficiency in preparing executive and Board-level presentations (Microsoft PowerPoint, Excel dashboards, and visual reporting).
• Experience managing complex executive calendars and prioritizing competing demands.
• Strong analytical and problem-solving ability with meticulous attention to detail.
• Ability to work independently and collaboratively in a high-paced executive environment.
• Demonstrated initiative and critical thinking; able to identify issues and develop proactive solutions.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Familiarity with project management tools or board portals (e.g., OnBoard, PlanView, SharePoint).
• Working knowledge of financial systems, spreadsheets, and data reconciliation. Ability to maintain a working document outlining daily, weekly, and monthly tasks and procedures.
• Sound knowledge of credit union policies and procedures, and adherence to regulations related to the Bank Secrecy
• Job Type & Location

This is a Contract to Hire position based out of Laurel, MD.

• Pay and Benefits

The pay range for this position is $30.00 - $40.00 / hr.

Eligibility requirements apply to some benefits and may depend on your job

classification and length of employment. Benefits are subject to change and may be

subject to specific elections, plan, or program terms. If eligible, the benefits

available for this temporary role may include the following :

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off / Leave (PTO, Vacation or Sick Leave)
• Workplace Type

This is a hybrid position in Laurel,MD.

• Application Deadline

This position is anticipated to close on Dec 15, 2025.

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About TEKsystems :

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

About TEKsystems and TEKsystems Global Services

We're a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. We're a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. We're strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. We're building tomorrow by delivering business outcomes and making positive impacts in our global communities. TEKsystems and TEKsystems Global Services are Allegis Group companies. Learn more at TEKsystems.com.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.