Administrative Assistant

Administrative Assistant

At Vantage Bank, we're driven by a deep commitment to supporting our customers, valuing our employees, embracing diversity, fostering meaningful connections, and providing outstanding service every step of the way.

The Administrative Assistant will support the Executive Officer and Office with day-to-day administrative needs. They will assist scheduling, communications, and relationship coordination. The Administrative Assistant will support the office operations with reception, office coordination, conference room management, and general administrative support.

Essential duties include:

• Providing direct administrative support to the executive.
• Managing calendar, scheduling meetings, and coordinating logistics for internal and external engagements.
• Assisting with preparation of presentations, reports, and correspondence.
• Coordinating travel arrangements, including flights, hotels, rental cars, and itineraries.
• Tracking follow-ups, commitments, and key action items from meetings.
• Supporting relationship management by coordinating meetings, events, and communications with clients, board members, and community contacts.
• Supporting the Executive in adopting and utilizing AI and other technology tools, including setting up workflows, assisting directly on systems, and providing hands-on guidance to integrate these tools into daily operations.
• Maintaining organized filing systems and managing information flow.
• Assisting with expense reporting and administrative tracking.
• Serving as front desk receptionist; greeting visitors and notifying staff of arrivals.
• Managing incoming and outgoing mail, deliveries, and courier coordination.
• Coordinating conference room scheduling, setup, and hospitality (A/V, catering, materials).
• Maintaining office supplies and general office organization.
• Assisting with internal and external events, meals, meetings, and employee functions.
• Performing general clerical duties including copying, filing, and document preparation.
• Preparing and assembling high-quality materials for meetings, presentations, and recurring executive and board-related deliverables.
• Supporting office operations and ensuring a professional and welcoming environment.
• Assisting with vendor coordination and basic office logistics.
• Providing administrative support to team members as needed.
• Other duties as assigned.

Qualifications include:

• High School diploma, general education degree (GED), or equivalent required; Bachelor's degree or some college a plus.
• Prior administrative or office assistant experience preferred.
• Excellent verbal, written, and interpersonal communication skills with both external and internal customers.
• Must present a friendly, professional image and conduct.
• Must be self-motivated with strong initiative, high level of accountability, and attention to detail.
• Excellent analytical, time management, organizational and problem-solving skills with the ability to multi-task and work in a deadline-driven environment.
• Comfortable using and learning new technologies, including AI tools, with a proactive mindset toward improving efficiency and productivity.
• Excellent PC skills, including word processing and spreadsheets via Microsoft Office products, Adobe Pro and other custom applications and systems.
• Must be a self-starter with the ability to work independently and as part of a team.
• Ability to always maintain a high degree of ethical standards and complete confidentiality.

Community involvement is part of who we are. Our culture is built on teamwork, purpose, and service. We value volunteerism and create opportunities for employees to connect, give back, and make a positive difference in our communities. As part of the Vantage Bank team, all associates should embrace our community involvement and culture to ensure we are making an impact.

All employees of Vantage Bank must comply with the terms of the Bank Secrecy Act (BSA) Policy upon acceptance of this position. The primary responsibility for enforcement of this policy and its operating procedures rests with the BSA/AML/OFAC Officer. However, it is the responsibility of each employee to take the required BSA training modules and become familiar with and adhere to the Bank Secrecy Act, Anti Money Laundering and Office of Foreign Asset Control Policy.

EOE/M/F/D/V