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The Position
Job Title
Executive Assistant
Job Description
Position Partnerships
Works closely with executive leaders, internal teams, and other executive support partners to ensure seamless coordination across leadership priorities and business activities.
Position Summary
The Executive Assistant provides high-level administrative and operational support to one or more Executive Team leaders.
This role helps leaders operate effectively by managing executive rhythm, facilitating communication, coordinating priorities, and ensuring the details that support business execution are handled with excellence. The Executive Assistant serves as a trusted partner who creates clarity, alignment, and momentum across executive priorities.
Success in this role requires sound judgment, initiative, organizational awareness, discretion, adaptability, and the ability to anticipate needs in a dynamic and fast-paced environment.
Core Responsibilities
Executive Rhythm & Calendar Management
Support the day-to-day operating rhythm of assigned executive leader(s).
Responsibilities include:
Managing calendars, schedules, and competing priorities
Coordinating internal and external meetings
Sequencing schedules to maximize executive effectiveness and preparedness
Coordinating schedules with direct reports, leadership teams, and key stakeholders
Anticipating scheduling conflicts and proactively resolving challenges
Executive Preparedness & Meeting Support
Help ensure executives are prepared for meetings, decisions, and leadership responsibilities.
Responsibilities include:
Preparing agendas, materials, logistics, and supporting information
Gathering and organizing information for meetings, presentations, reporting, and discussions
Coordinating meeting logistics, room setup, and follow-up activities
Tracking action items and maintaining visibility into commitments, deadlines, deliverables, and next steps
Supporting recurring leadership, committee, business, and executive meetings
Assisting with presentations and materials that support executive discussions and decision-making
Leadership, Communication & Cross-Functional Coordination
Coordinate communication, priorities, and activity across leaders, teams, and stakeholders.
Responsibilities include:
Serving as a point of coordination for scheduling, communication, and logistics
Assisting with executive correspondence, presentations, reports, and supporting materials
Supporting communication needs related to leadership meetings, presentations, and organizational messaging
Maintaining awareness of organizational priorities, stakeholders, and cross-functional initiatives to support alignment, communication, and execution
Exercising sound judgment in managing executive access, communications, and competing demands on executive time
Travel, Events & Logistics
Coordinate executive travel and leadership event logistics.
Responsibilities include:
Managing travel arrangements, lodging, transportation, and itineraries
Coordinating conference registrations and event logistics
Supporting executive offsites, leadership meetings, team events, conferences, and organizational events
Preparing travel schedules and supporting materials
Ensuring details are organized, communicated, and executed effectively
Administrative & Operational Support
Provide administrative support that helps executive operations run smoothly.
Responsibilities include:
Processing expenses, reimbursements, and administrative documentation
Coordinating approvals, signatures, and document routing
Maintaining executive files, records, and administrative systems
Supporting department logistics and team coordination
Assisting with special projects and operational priorities as assigned
What Success Looks Like
Leaders are organized, prepared, and able to focus on what matters most
Anticipates needs and resolves issues before they become obstacles
Creates clarity and consistency amid changing priorities
Builds trust with leaders, teams, and stakeholders
Demonstrates sound judgment and discretion in sensitive situations
Follows through reliably with accuracy and attention to detail
Operates with ownership, urgency, and professionalism
Brings calm, responsiveness, and stability to a fast-moving environment
Qualifications & Experience
Required
Experience supporting senior leaders, business operations, or complex administrative work
Experience managing schedules, meetings, travel, and competing priorities
Strong organizational skills and attention to detail
Proficiency in Microsoft Office Suite, Outlook, and related business systems
Ability to manage confidential information with professionalism and discretion
Preferred
Experience supporting leadership teams
Experience in financial services, banking, or other regulated industries
Experience supporting finance, risk, compliance, operations, technology, or other complex business functions
Experience coordinating meetings, offsites, conferences, or recurring leadership rhythms
Experience supporting multiple leaders or priorities simultaneously
Skills & Characteristics
Strong organization and follow-through
Professionalism and responsiveness
Sound judgment, discretion, and decision-making ability
Attention to detail and accuracy
Relationship-building and collaboration skills
Flexibility and adaptability
Initiative and problem-solving ability
Calm under pressure
Strong organizational awareness and business acumen
Ability to manage highly confidential information
Sense of ownership and urgency
Work Environment & Expectations
This role operates in a professional office environment and may occasionally require flexibility outside standard business hours to support travel, meetings, and leadership events.
Responsibilities may evolve over time based on business priorities, executive assignments, and organizational needs.
This position description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities.
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned by supervisor to meet the ongoing needs of the organization
All Locations:
Plano-Parkwood
If any applicant is unable to complete an application or respond to a job opening because of a disability, please email us at HR@firstunitedbank.com for assistance.
First United is an Equal Opportunity Employer. To the extent required by Federal or State law, First United does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, or any other characteristic protected by law.