Administrative Assistant I-Senior

Job Description

Job Description

Position Function:

Administrative Assistant I:

Provides administrative support to the Division/Group Manager with some guidance, including calendar management, meeting and travel coordination, document preparation, follow-up tracking, department activities, and special projects. This position requires strong organization, communication, confidentiality, judgment, and the ability to manage multiple priorities with limited supervision.

Administrative Assistant II:

Provides independent administrative support with stronger judgment, initiative, discretion, and ownership of projects, events, and department operations. This position anticipates needs, manages complex calendars and priorities, prepares leadership-level materials, coordinates meetings and events, and demonstrates a broader understanding of the business than Administrative Assistant I.

Senior Administrative Assistant:

Provides the highest level of administrative support, including senior leaders, Committee-related matters, regulators, investors, and significant special projects. This position requires exceptional judgment, discretion, professionalism, initiative, and the ability to work independently in a highly confidential, fast-paced executive environment.

Primary Accountabilities:

Administrative Assistant I:

• Organizes and maintains routine departmental information, records, procedures, reports, and operational data in accordance with established practices.
• Updates standard reports and data spreadsheets using information provided by management and department staff.
• Compiles documents and prepares routine materials for management and departmental meetings.
• Coordinates meetings, conference calls, appointments, and travel arrangements; confirms schedules and communicates changes.
• Tracks assigned follow-up items and deadlines and notifies appropriate staff of items requiring attention.
• Drafts routine correspondence, memos, and communications using established formats.
• Processes selected invoices and payment documentation within established authorization procedures.
• Maintains calendars and serves as a liaison with internal and external contacts for routine requests.
• Supports a professional and confidential office environment, responds to inquiries, assists with events and division activities, and provides administrative support for special projects.

Administrative Assistant II:

• Organizes and maintains departmental policies, procedures, confidential materials, operational records, reports, and project information with limited supervision.
• Obtains, validates, and consolidates information to develop or improve reports, data spreadsheets, and sensitive management documentation.
• Conducts research, analyzes data, and prepares statistical or operational reports for management review.
• Prepares agendas, presentations, reports, and supporting materials for recurring management meetings and other division meetings.
• Coordinates complex calendars, meetings, conference calls, appointments, and travel for the Division Manager and Department Managers, resolving routine scheduling conflicts.
• Monitors action items, project milestones, and deadlines; follows up with responsible parties and escalates time-sensitive matters as appropriate.
• Independently drafts and distributes correspondence, memos, reports, and internal communications.
• Reviews and authorizes selected invoice payments within delegated authority and follows up on discrepancies.
• Serves as a primary liaison with internal and external contacts, responds to inquiries, and provides information using sound judgment and discretion.
• Coordinates division activities, community events, and internal or external events; recommends improvements to administrative work procedures and supports special projects.

Senior Administrative Assistant:

• Directs the organization and maintenance of highly confidential policies, procedures, strategic projects, operational records, reports, and management information for the division.
• Determines information requirements and leads the development and continuous improvement of complex reports, data spreadsheets, and special management documentation.
• Conducts advanced research and analysis, interprets data, and prepares statistical and operational reports that identify trends, risks, priorities, or matters requiring management attention.
• Leads preparation for executive and management meetings, including agendas, briefing materials, presentations, reports, and follow-up documentation.
• Manages complex and frequently changing calendars, meetings, conference calls, appointments, and travel for the Division Manager and Department Managers; independently resolves conflicts and prioritizes access.
• Oversees action-item tracking, project schedules, and critical deadlines; coordinates across departments, anticipates delays, and escalates issues requiring immediate management attention.
• Composes, reviews, and finalizes sensitive correspondence, memos, reports, and communications on behalf of management.
• Exercises delegated authority for selected invoice payments, reviews supporting documentation, and resolves exceptions with appropriate parties.
• Represents the division as a senior liaison with internal and external contacts, handles complex inquiries, and applies discretion and sound judgment in determining appropriate responses.
• Establishes and improves administrative work procedures, coordinates high-visibility division and community events, leads complex special projects, and provides guidance or work direction to other administrative staff as assigned.

Minimum Qualifications:

Education:

• High School Diploma or GED equivalency required.
• Bachelor’s Degree from an accredited 4-year university, preferably in a related field preferred.

Experience:

Administrative Assistant I:

• 2+ years of experience of administrative support in a corporate office supporting a senior manager required. Experience in a financial institution, professional services, corporate environment, or regulated environment preferred. A Bachelor’s Degree in a related field may be substituted for 2 years of required work experience.

Administrative Assistant I:

• 3+ years of experience of administrative support in a corporate office supporting a senior manager required. Experience in a financial institution, professional services, corporate environment, or regulated environment preferred. A Bachelor’s Degree in a related field may be substituted for 2 years of required work experience.

Senior Administrative Assistant:

• 4+ years of experience of administrative support in a corporate office supporting a senior manager required. Experience in a financial institution, professional services, corporate environment, or regulated environment preferred. A Bachelor’s Degree in a related field may be substituted for 2 years of required work experience.
• 5+ years of prior experience supporting senior executives, C-suite leaders, Board members, executive committees, regulatory meetings, or highly confidential leadership matters required.

Physical Requirements & Working Conditions:

• Must be able to perform light physical work and to move or lift items including but not limited to boxes, files and papers up to 20 pounds unless otherwise as indicated.
• Must be able to operate and proficiently use standard office equipment, including phone, copier, personal computer and/or other work related mechanical or electronic devices and applications.
• Must be able to clearly communicate verbally and in writing with all internal and external customers. Must also be able to hear sufficiently to engage in daily discussions and interactions.
• Must be able to read and understand bank-related documents.
• Must be able to work in a conventional office setting, involving sitting at a desk or workstation for long periods of time. Must also be able to adapt to different work environments as needed to perform the job.

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.