Executive Administrator

Velera is the nation’s premier payments credit union service organization (CUSO) and an integrated fintech solutions provider. The company serves more than 4,000 financial institutions throughout North America, operating with velocity to help our clients keep pace with the rapid momentum of change and fuel growth in the new era of financial services. Our purpose: We accelerate partners’ success through innovative financial technology solutions and inspired service.

The Opportunity:

The Executive Administrator plays a critical role by providing complex administrative support to the Executive and the Senior Leadership teams (‘leaders’). The Executive Assistant (‘EA’) will coordinate and administer highly complex and confidential activities that need to be resolved daily in a responsible, efficient and timely manner. This individual is responsible for managing email and calendaring for their supported leader(s) and may be engaged to support enterprise-level initiatives and events. Being effective in this role requires the skills for building strong, trusting partnerships at executive, administrative, and employee levels across the enterprise. The individual needs to be able to lead tasks that require independent judgment, initiative, and the ability to influence without authority. This position requires with a hands-on, self-motivated, and astute individual who is flexible and thrives in a fast-moving, dynamic environment within an evolving industry.

Day in the Life:

• Proactively provide personalized administrative support for multiple members of the Executive Leadership Team (‘ELT’) and/or Senior Leadership Team (‘SLT’) ensuring routine and complex matters are handled in a timely and professional manner.

• Calendaring – manage all calendar items, ensure invitations are sent to appropriate audiences, resolve conflicts, anticipate future items and potential conflicts, manage deadlines, ensure sufficient working time.

• Meeting Management – schedule with appropriate audiences, manage responses, resolve conflicts as needed, coordinate tasks such as contacting participants, preparing agendas, taking and distributing meeting minutes.

• Event Management – ensure that all arrangements for any corporate sponsored events, industry events, and internal events are completed including travel, room reservations, registration, speaking engagements, etc. through collaboration with internal and/or external teams.

• Expense Report Management – ensure that expenses are filed in a timely manner and in accordance with Accounting and Billing policies and deadlines.

• Invoice processing – ensure that invoices are approved in a timely manner – gather any needed information for an informed decision.

• Travel – book and manage all travel requests including airfare, hotel, ground transportation, dining reservations. Ensure information is readily available per the leader’s preference.

• Presentation and Reports – develop reports and presentations using the appropriate templates as needed. Proofread for acceptability prior to providing to the requestor. Distribute as directed.

• Manage Correspondence – process email, US Mail, packages, etc. based on agreed upon access with the leader. Route correspondence or action items to appropriate staff and request action/information as needed.

• behalf of the leader. Initiate follow-up to ensure item was handled if a reply or specific action is requested.

• Committee Support – where applicable, attend meetings, take minutes, and report on action items as needed. Prepare and maintain correspondence and documents. Act as custodian of corporate documents and records.

• Onboarding – working with HR to onboard assigned new leader. Complete access request form, ensure equipment, corporate credit card, and facilities access are available day 1; schedule meetings for the first week based on onboarding plan.

• Confidentiality - must maintain strict confidentiality of information obtained through email, meetings, correspondence, and all other communications.

• Prioritization – direct and master a prioritization system for email, mail, voicemail and meetings to bring high priority items forward for interactive dialogue and direction. Rapidly handle or delegates the low priority workflow activities.

• Interact and communicate professionally on all appropriate business priorities at an executive level with all levels of personnel, business partners, subsidiaries, vendors and consultants.

• Backup – act as a backup for an assigned EA by providing support for the leader(s) they support when EA is out of the office, travelling for work or assigned to a large project.

• Process Improvements – identify areas of improvement, work with manager to document, coordinate implementation of changes and measure success.

• Perform other job duties as assigned.

Qualifications:

• Associate degree or five (5) years of administrative/operational support to managers, directors, and/or executives required.

• Bachelor’s degree preferred.

• Three (3) years of experience as an Executive Assistant required or 5+ years as an administrative assistant or combination of years required.

• Expert in Microsoft application suite, including Outlook, Excel, Word, and PowerPoint.

• Superior communication skills necessary to comprehend and compile communication on behalf of the leader.

• Ability to interact and communicate effectively with all levels of internal staff, vendors, and clients.

• Proficient in clear and effective business writing techniques.

• Proven ability to adapt to change. Being able to change priorities and quickly move from one task to another as dictated by the leader.

• Strong organizational skills that enable proactive handling multiple priorities with a sense of urgency.

• Strong interpersonal skills and the ability to build relationships with all stakeholders.

• Ability to work under general direction and be able to complete functions with minimal guidance/directions while producing accurate and quality results.

• Proven ability to handle confidential information with discretion.

• Adaptable to various competing demands and demonstrate the highest level of customer/client service and response.

• Ability to effectively work in a high pressure, fast paced environment.

• Superior problem-solving skills. Ability to anticipate and resolve issues from prior experience.

• Ability to work effectively independently and as part of a functional team.

• After normal working hours work may be required to respond to urgent requests.

• Travel may be required to support on-site or off-site events.

About Velera

At Velera, inclusion isn’t an initiative – it’s how we work. Guided by a people‑helping‑people philosophy, we cultivate a culture where every employee feels valued, respected and empowered to do their best work. We’re committed to building a diverse workforce and fostering meaningful connection across our teams. Through a remote‑first, flexible environment, we prioritize psychological safety, wellbeing and belonging so individuals and teams can collaborate to thrive. Together, we’re shaping a new era of secure, innovative solutions for the clients and communities we serve. Learn more about what it’s like to work at Velera.

Pay Equity

Actual Pay will be adjusted based on experience and other job-related factors permitted by law.

Great Work/Life Benefits!

• Competitive wages

• Medical with telemedicine

• Dental and Vision

• Basic and Optional Life Insurance

• Paid Time Off (PTO)

• Maternity, Parental, Family Care

• Community Volunteer Time Off

• 12 Paid Holidays

• Company Paid Disability Insurance

• 401k (with employer match)

• Health Savings Accounts (HSA) with company provided contributions

• Flexible Spending Accounts (FSA)

• Supplemental Insurance

• Mental Health and Well-being: Employee Assistance Program (EAP)

• Tuition Reimbursement

• Wellness program

• Benefits are subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions

Velera is an Equal Opportunity Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or membership in any other group protected by federal, state or local law.

Velera is an Equal Opportunity Employer that complies with the laws and regulations set forth in the following "EEO is the Law" Poster. Velera will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the legal duty to furnish information.

Velera is an E-Verify Employer. Review the E-Verify Poster here.  For information regarding your Right To Work, please click here.

This role is currently not eligible for sponsorship.

As an ongoing commitment to reasonably accommodate individuals with disabilities please contact a recruiter at [email protected] for assistance.