Administrative Assistant

Description

POSITION SUMMARY:

Under general supervision of the Executive Administrative Officer this individual will perform skilled clerical and administrative support activities to aid in the operations of the Executive Office to include but not limited to CEO, COO and CFO. Subject matter is frequently confidential; requires knowledge of organizational policies and procedures, and considerable attention to detail and accuracy. Provide backup support to other administrative and loan assistants when necessary. Conduct relationships and activities consistent with established Bank policies, procedures and systems, the corporate code of conduct, Bank Secrecy Act and all applicable State and Federal laws and regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide comprehensive executive and administrative support, including calendar management, meeting coordination, travel arrangements, correspondence, expense administration, and confidential document management.
• Coordinate, prepare, organize, and distribute materials for executive, board, committee, and management meetings, including agendas, reports, presentations, minutes, and supporting documentation.
• Prepare, compile, proofread, and distribute correspondence, reports, memoranda, and special project materials while ensuring accuracy, professionalism, and timely completion.
• Assist with the preparation of scheduled and ad hoc reports, statistical analyses, forecasts, and other information-gathering activities to support executive decision-making.
• Manage office operations and administrative functions, including facilities coordination, office supplies, vendor relationships, building access, parking administration, service requests, and equipment support.
• Administer accounts payable activities, invoice processing, expense reimbursements, corporate card reconciliation, and other financial administrative functions.
• Serve as a primary point of contact for internal and external inquiries, providing exceptional customer service, resolving issues, and directing requests to appropriate resources when necessary.
• Maintain organizational records, procedures, manuals, and documentation while ensuring confidentiality, security, and compliance with company policies and regulatory requirements.
• Coordinate employee and executive events, special projects, ticket distribution, staff meetings, and other corporate initiatives as assigned.
• Identify opportunities to improve administrative processes and workflows, maintain efficient procedures, and promptly communicate issues, exceptions, or deadlines requiring management attention.
• Support business development efforts by maintaining awareness of bank products and services, recognizing potential referral opportunities, and facilitating appropriate introductions when applicable.
• Utilize office technology and software systems to effectively manage communications, reporting, scheduling, recordkeeping, and other administrative functions.
• Perform additional administrative, operational, and special project duties as assigned in support of organizational and executive objectives.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Assist others in the department as needed and/or directed.
• May be assigned other duties and responsibilities. May be assigned work or training at other assigned locations.

Qualifications

POSITION REQUIREMENTS:

• Minimum two years' experience in an executive office setting.
• Knowledge of modern office practices and procedures; accurate grammar, spelling, punctuation, and standard English usage; business correspondence formats, record keeping and filing methods; basic math calculations. PC skills and knowledge of Microsoft Word, Excel, and Outlook required.
• Ability to sort, cross-index, and file correspondence, reports, records, and other materials according to alphabetical or other acceptable organization methods.
• Must possess good judgment and organization skills, the ability to prioritize, and handle confidential information.
• Ability to deal effectively and courteously with many associates and members of the public.
• Demonstrated proficiency in the English language, including the ability to read, write, speak, and comprehend English effectively.
• Ability to interpret and follow variety of instructions furnished in written, oral, diagram, or schedule form and complete assignments without detailed directions.
• Ability to independently plan, prioritize, organize, and complete work in an efficient manner. Ability to work quickly and accurately. Attention to detail required.
• Willingness to assume additional responsibilities/duties/projects as they arise.
• Ability to maintain regular and punctual attendance.
• Ability to drive a vehicle. Must maintain a current, valid driver’s license and an acceptable driving record for bank insurance purposes.