Job Details

Administrative Assistant

Job Category: Executive

Requisition Number: ADMIN002564

Location: Oak Ridge, TN 37830, USA

Full-Time, On-site

Description

The deadline to apply for this opportunity is February 2, 2026. Role: Reporting to the Manager Executive Support, the Administrative Assistant professionally and confidentially provides essential administrative and operational support to executive leadership and Executive Assistants by managing routine, process-driven tasks. This role focuses on invoice processing, expense reconciliation, meeting logistics, and onsite coordination to ensure smooth daily operations and well-organized executive support services.

Essential Functions and Responsibilities:

• Provides support for onsite meetings that contribute to a positive and collaborative work environment. This includes but not limited to, town halls, vendor meetings, staff meetings, and employee engagement events. Assists in material preparation and communication as needed.
• Serves as the onsite point of contact for meeting setup and breakdown. Orders and coordinates catering for meetings and events. Prints, assembles, and distributes meeting materials. Coordinates room setup, technology readiness, and supply needs.
• 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 and reconciles expenses, manages receipts, inputs expense reimbursements into the system, monitors to ensure expenses are reimbursed, and ensures accuracy and compliance with organizational policies. Prepares and submits check requests and invoices to Accounts Payable for processing, ensuring timely and accurate payment to vendors and partners.
• Maintains inventory list and stock levels, processes supply orders, and manages orders to budget, ensuring that building supply levels are adequate at all times. Organizes supply rooms and storage areas to ensure efficiency and accessibility.
• When needed may assist in arranging and coordinating meetings, including scheduling, venue logistics, and communication with participants.
• When needed may assist with executive travel logistics, including booking flights, hotels, and conferences, arranging transportation, and preparing itineraries.
• Performs other job-related duties as required.

Experience:

• Minimum 3 years in office administration, preferably supporting senior executives required

Education:

• Associate's degree in a business field, or an equivalent combination of experience and education required

Other Skills Required:

• Proficiency in Microsoft 365, Word, Excel, PowerPoint, Outlook, Adobe Acrobat, Concur, and a Board portal software required.
• Proficiency in Canva, Concur, Board portal software, and Docusign preferred.
• Ability to adapt to and learn new technologies/systems/applications is required.
• Must possess the ability to work with limited instruction, research, create, and deliver reports, interpret results and problem solve.
• The ability to manage small details of large events is required to ensure resources are available, risks mitigated, and events progress smoothly is required.
• Must possess excellent organizational, time management, and multi-tasking skills.
• Must possess knowledge of standard office administrative practices and procedures, and records management principles and practices
• Excellent written and verbal professional communication skills are required. Must be able to proofread and edit professional documents. Strong professional writing, including excellent grammar, is required.
• Must have a service-oriented mindset and flexibility in tasks.
• Basic budgeting and project management skills are preferred.
• Must possess timeliness and follow-through in completing tasks.
• Must be able to maintain confidentiality and complete tasks in a professional manner
• Hearing - Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound
• Repetitive Motions - Substantial movements (motions) of the wrists, hands, and/or fingers
• Lifting - Ability to lift up to 20 pounds
• Talking - Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly, or quickly
• Visual Abilities - Average, ordinary, visual acuity necessary to prepare or inspect documents or products, or operate machinery

Required for All Jobs:

• Follows Credit Union policies and procedures as well as applicable laws and regulations.
• Maintains a record of attendance and timeliness in keeping with the Credit Union's attendance policy.