Administrative Assistant

POSITION SUMMARY:

Under the direct supervision of the Executive Administrative Officer, the Administrative Assistant will provide skilled clerical and administrative support to aid in the efficient operations of the Executive Office. Responsibilities will include supporting the Executive Department. The role involves handling confidential information, maintaining a strong understanding of organizational policies and procedures, and ensuring attention to detail and accuracy. Additionally, the Administrative Assistant will provide backup support to other administrative and operational teams, when necessary, always adhering to corporate policies, the Bank Secrecy Act, and applicable State and Federal regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Support the Executive Administrative Officer by coordinating and completing a variety of administrative tasks in a timely and accurate manner. Communicate any discrepancies or exceptions prior to completion.
• Assist with scheduling, meeting preparation, and file management for senior executives, including the Vice Chairman, and provide customer service support as needed.
• Draft, edit, and distribute correspondence, reports, agendas, and meeting minutes based on verbal instructions or established policies.
• Organize and prepare materials for meetings and presentations.
• Manage expense reports and invoices, ensuring timely submission and accuracy.
• Act as a liaison with facilities management, building services, and parking operations.
• Oversee and maintain office supplies, ensuring sufficient inventory and coordinating with relevant departments as necessary.
• Respond to internal and external inquiries, providing information and resolving issues when possible or escalating as needed.
• Provide exemplary customer service in person and via telephone, maintaining a professional and friendly demeanor.
• Utilize office equipment and software, Microsoft Outlook, Teams, Word, Excel, PDF Editor and PowerPoint.
• Identify and address procedural issues, including process improvements, and escalate concerns to the Executive Administrative Officer when appropriate.
• Maintain confidentiality of records and ensure proper handling, storage, and disposal of sensitive information.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Provide support to other administrative staff and departments as needed.
• Assist with personal tasks or projects for executives as assigned.
• Uphold a neat and organized workspace, contributing to a productive office environment.

POSITION REQUIREMENTS:

• High school education or equivalent. Previous experience in general office work or as an Administrative Assistant or completion of an associate degree in administrative office systems or a related area.
• 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 are required, knowledge of Microsoft Word, Excel, and Outlook preferred.
• 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.
• Ability to read, write, and speak English. Effective oral and written communication skills.
• Ability to interpret and follow a variety of instructions furnished in written, oral, diagram, or schedule form and complete assignments without detailed directions.
• The 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.