Executive Assistant

• The Executive Assistant professionally and confidentially provides
• administrative support to the C-Team and Board of Directors, ensuring the
• coordination and completion of duties in support of the executive administration
• of ORNL Federal Credit Union.

Essential Functions & Responsibilities

• Plans, coordinates, and executes logistics for executive-sponsored team

• events, town halls, and team meetings.  Prepares meeting materials,
• coordinates caterers and vendors, and manages communications to promote a
• collaborative work environment.

• Proactively manages complex Executive and Board calendars, prioritizing

• scheduling requests, resolving conflicts, and balancing strategic priorities.
• Coordinates internal and external meetings with staff, vendors, credit union
• partners, and board members, ensuring strict adherence to company visitor
• policies, badging protocols, and security access procedures for all external
• guests.

• Manages end-to-end travel logistics for Executives and Board members,

• including flights, hotels, ground transportation, and conference
• registrations. Creates travel and conference itineraries and handles
• real-time adjustments and travel troubleshooting as needed.

• Prepares, compiles, and distributes Board and committee packets, including

• agendas, financial documentation, and meeting minutes with high precision and
• formatting accuracy. Collaborates cross-departmentally to secure required
• financial and strategic documentation well in advance of deadlines. May
• assist in maintaining board records, tracking action items, and managing
• board member communications.

• Organizes and maintains strategic documents, data, policies, procedures, and

• information to ensure efficient and easy retrieval. Compiles and prepares
• reports, presentations, and documentation for strategic planning, leadership
• meetings, and board meetings, as assigned.

• Tracks, reconciles, and submits executive expense reports and reimbursements

• in compliance with corporate policies and with attention to detail and
• accuracy. Prepares and submits check requests, purchase orders, and invoices
• to Accounts Payable to ensure accurate and timely vendor payments.

• Serves as backup to the Administrative Assistants for inventory monitoring,

placing supply orders, and ensuring office stock levels remain adequate.

• Performs other job-related duties as required.

Work Experience

• Minimum 5 years in office administration, preferably supporting senior

executives. Required

• Experience managing a Board portal or similar technology. Preferred

Education, Licenses, and Certifications

• Bachelors Degree in a business field OR an equivalent combination of

education, training, work-related experience, or military experience.

Required

• Other Skills:
• Proficiency in Microsoft 365, Word, Excel, PowerPoint, Outlook, Adobe

Acrobat, Concur, and a Board portal software.

• Proficiency in Canva and DocuSign.
• Ability to adapt to and learn new technologies/systems/applications.
• Ability to work with limited instruction, research, create, and deliver

reports, interpret results and problem solve.

• Strong ability to manage small details of large events to ensure resources

are available, risks mitigated, and events progress smoothly.

• Knowledge of standard office administrative practices and procedures, and

records management principles and practices.

• Excellent written and verbal professional communication skills.
• Ability to proofread and edit professional documents.
• Strong professional writing ability, including excellent grammar.
• Service-oriented mindset and flexibility in tasks.
• Basic budgeting and project management skills.
• Timeliness and follow-through in completing tasks.
• High level of confidentiality and ability to complete tasks in a professional

manner.

Hybrid Remote Statement

• Following initial onboarding and training, this position may transition to a
• hybrid remote work arrangement, allowing performance of job duties to be
• completed both from home and on-site, with a structured schedule designed to
• support flexibility, business objectives, and consistent collaboration.