Executive Assistant at Member Access Processing

, , United States -

Full Time

Start Date

Immediate

Expiry Date

04 Jan, 26

Salary

0.0

Posted On

06 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Administrative Support, Budget Management, Travel Coordination, Meeting Coordination, Communication Skills, Organizational Skills, Problem Solving, Attention to Detail, Microsoft Office Suite, Salesforce, Event Management, Project Management, Confidentiality, Client Service, Process Improvement

Industry

Financial Services

Description

The Executive Assistant plays a critical role in supporting the MAP Executive Leadership Team, Board of Directors, and internal departments by ensuring the seamless execution of strategic initiatives and daily operations. This position requires a proactive and resourceful individual who exercises sound judgment, operates with minimal supervision, and consistently demonstrates initiative. Success in this role depends on a comprehensive understanding of organizational dynamics, adherence to company policies and procedures, and the ability to maintain the highest level of confidentiality in all. ESSENTIAL JOB FUNCTIONS EXECUTIVE & ADMINISTRATIVE SUPPORT • Manage and prioritize daily schedules for executives, coordinating complex meetings, travel arrangements, conference registrations, dinner invites for groups including reservations, and time sensitive commitments. • Book travel for multiple executive team members, including flights, hotels, and transportation. • Initiate, edit, and prepare correspondence, reports, and presentations; assist with PowerPoint development, and basic data analysis. • Maintain efficient workload management by anticipating deadlines and ensuring continuity of operations. • Coordinate and direct support such as records management, budget preparation, personnel support, and expense reports. BOARD & GOVERNANCE ADMINISTRATION • Serve as Recording Secretary for the Board of Directors and committees; compile, transcribe, and distribute meeting minutes. • Assist the CEO and CFO in preparing and distributing the quarterly board packet. • Prepare monthly reports for board review and manage logistics for monthly board meetings. • Track board of directors’ activities including travel, conference registration, training, and elections. • Edit and maintain internal board policies and bylaws. FINANCIAL & OPERATIONAL OVERSIGHT • Monitor and track budget expenditures and personnel data; independently identify and correct discrepancies. • Implement routine process improvements to enhance operational efficiency and support executive functions. • Ensure compliance with policies and all applicable laws and regulations. BUSINESS UNIT COLLABORATION • Manage projects and vendors to ensure timely, on-budget delivery aligned with contractual obligations and service level agreement • Partner with business units to support company-wide initiatives and deepen client relationships. • Coordinate logistics for trade shows and conferences, including registrations, shipping, mailings, and schedules for attendees. Coordinate with marketing on promotional activities and social media surround events and conferences. • Provide Salesforce support and help with list management. • Work with marketing and other departments to distribute the annual client survey and other customer satisfaction surveys as needed. • Support leadership in drafting internal communications around organizational changes or company initiatives. INDUSTRY ENGAGEMENT & EVENT MANAGEMENT • Collaborate with the Chief Marketing Officer to plan and execute MAP’s participation in credit union and payments industry events, enhancing brand visibility and client engagement. • Lead coordination and delivery of MAP-sponsored events such as the UConference, ensuring brand consistency and exceptional attendee experience. • Plan and facilitate internal and strategic company events including staff appreciation activities, bi-weekly all-staff meetings, holiday celebrations, and annual planning and strategy meetings. • Manage annual gifts for the Board at the end of the year (around the holidays) and ensure holiday cards or digital mailers go out to staff, partners, BOD and our Client Advisory Board. SKILLS & QUALIFICATIONS EDUCATION • Associate’s degree in Business Administration, Finance, or Operations Management preferred, or equivalent combination of education and experience. EXPERIENCE & INDUSTRY KNOWLEDGE • 3-5 years of executive level administration experience. • Familiarity with credit card industry and experience working with credit unions preferred but not required. ADMINISTRATIVE & OPERATIONAL EXCELLENCE • Proven ability to manage executive-level relationships, coordinate travel, and deliver exceptional client service. • Strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously. • Demonstrated ability to work independently, solve problems, and follow through with attention to detail. • Comfortable working under pressure and meeting tight deadlines. • Strong oral and written communication skills that include drafting of presentations, correspondence, and editing. TECHNICAL PROFICIENCY • Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Teams, and Outlook. • Familiarity with Salesforce and Zendesk ticketing systems preferred. • Experience with travel booking and shipping systems preferred. • Strong computer literacy and willingness to learn and utilize various research tools and resources. PHYSICAL REQUIREMENTS • Sit and work for long periods of time (75-100%) ). Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions • Read documents necessary for the daily performance of essential functions (75-100%) • Competently operate standard office equipment: personal computer, telephone, photocopier and printer (75-100%) • View a computer terminal for extended periods of time while producing documents, conducting research and working with clients (75-100%) • Lift boxes and equipment weighing up to 30 pounds (15-30%) • Travel offsite and operate a motor vehicle for moderate periods of time (15-30%)

Responsibilities

The Executive Assistant supports the MAP Executive Leadership Team and Board of Directors by managing schedules, coordinating meetings, and overseeing travel arrangements. This role also involves preparing reports, managing budgets, and ensuring compliance with company policies.