Executive Administrative Assistant

Overview

Xtend and USA CUSO are hiring an Executive Administrative Assistant to deliver senior-level administrative support to leadership while helping manage board-related coordination, company events, travel planning, and internal/external communications. This role suits someone who is highly organized, comfortable balancing several priorities at once, and motivated by supporting leaders with a strong service mindset and careful attention to detail.

This is a full-time, on-site role based in Grand Rapids, Michigan. The work schedule is 8:00 AM to 5:00 PM, Monday through Friday.

Key Duties

• Support executive and leadership teams with high-level administrative assistance
• Manage calendars, meetings, travel plans, and assigned special projects
• Plan, document, and coordinate Board of Directors meetings and related follow-up
• Assist with leadership meetings, events, and strategic planning sessions
• Oversee board websites and associated records for Xtend and USA CUSO
• Handle event logistics for internal gatherings, client meetings, conferences, and other functions
• Arrange appreciation gifts, recognition items, event supplies, and milestone celebrations
• Draft polished correspondence, reports, presentations, and meeting packets
• Serve as a communication bridge between executives, staff, clients, and outside partners
• Keep filing systems, records, and administrative documentation well organized
• Support evening activities and organizational events when needed
• Take on additional assignments and special projects aligned with business goals

What We’re Looking For

• High school diploma or GED is required
• Associate degree in a business-related area is preferred
• 2 to 3 years of experience in executive administrative support is required
• Strong command of Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Excellent organization and the ability to juggle multiple priorities at the same time
• Strong accuracy and a sharp eye for detail
• Clear verbal and written communication skills
• Professional phone manner and customer service skills
• Ability to work independently and show initiative
• Experience handling sensitive and confidential information responsibly
• Comfort meeting deadlines in a busy, fast-moving environment
• Willingness to work occasional evenings and help with special events
• Valid driver’s license and ability to travel for meetings, conferences, and organizational events

Why This Role Stands Out

You’ll work closely with organizational leadership and contribute to strategic work, board governance, and daily operations. The position offers exposure to executive decision-making, involvement in high-visibility events and projects, and the chance to be part of a collaborative, mission-driven workplace focused on service excellence and professional growth.

About the Organization

Xtend and USA CUSO are Credit Union Service Organizations that provide business, operational, and support solutions to credit unions across the country. Built on collaboration, expertise, and cooperative values, the organization helps credit unions improve operations and better serve their members.

Work Environment, Travel, and Additional Notices

The role is based in a professional office setting. Some assignments are primarily office-based, while others may involve moderate to significant travel depending on job needs.

This position requires weekly travel in the Grand Rapids area to pick up food and supplies for catering events. It also requires being on your feet for extended periods, potentially more than 3 to 4 hours.

This job description is intended as a guide and should not be treated as a contract of employment. No promise of permanent employment is made. The employer will provide reasonable accommodations for known physical or mental disabilities of qualified applicants unless doing so would create undue hardship. Requests for accommodation must be submitted in writing within 180 days from the date the need was known or should reasonably have been known.

The organization states that it will accommodate disabilities to the extent possible for a financial services organization without affecting financial controls or member service. The employer is an equal opportunity employer.