Executive Assistant (76013)

Salary Range $75,000.00 - $90,000.00 Salary/year

Level Experienced

Position Type Full Time

Category Admin - Clerical

Job Description

Title: Executive Assistant Salary Grade: E06

FLSA Status: Exempt Employment Status: Full Time

Department: Executive Location: Main Office/Hybrid Work Model Eligible

Reports To: Chief Executive Officer

Date Prepared: January 14, 2026 Human Resources Review: April 14, 2026

SUMMARY:

The Executive Assistant is a highly visible position that provides high-level, confidential administrative support to the Chief Executive Officer (CEO) of the bank, as well as the Executive Leadership Team and Board of Directors. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage complex tasks in a fast-paced, dynamic environment. The ideal candidate will demonstrate sound judgment, proactive problem solving, and the ability to interact effectively with senior executives and external stakeholders. Improving efficiencies by handling day-to-day tasks and prioritizing the most important communications or tasks to support seamless workflows for those they support.

After successful completion of training and proven abilities, this position is eligible for a hybrid work arrangement with availability expected during core business hours and agreed upon number of days per-week/month on site.

ESSENTIAL DUTIES and RESPONSIBILITIES:

The requirements listed are representative of the knowledge, skill, and/or ability required.

In the performance of respective tasks and duties, the employee is expected to successfully perform quality work within deadlines with or without supervision, interact professionally with other employees, customers and suppliers; work effectively as a team contributor on all assignments and work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Administrative/Executive Support:

• Provide comprehensive administrative and executive support to the CEO, President, Executive, and Senior Leadership teams, including managing calendars, scheduling meetings, coordinating travel, and organizing company-wide events and off-site activities.

• Prepare, edit, and assemble materials, presentations, correspondence, reports, and confidential documents to ensure executives are well-informed and equipped for all engagements.

• Serve as the primary point of contact for employees, department heads, Board and Committee members, vendors, and the public, responding to information requests with professionalism and a customer-centric approach.

• Screen, prioritize, and direct incoming communications on behalf of executives, ensuring timely and appropriate handling.

• Act as liaison between the CEO, senior management, board members, and other key stakeholders to facilitate effective communication and support executive decision-making, including conducting research and compiling briefing materials.

• Manage and maintain organized digital and physical filing systems for easy retrieval of executive and board documents, and ensure required corporate documents are filed with appropriate government agencies.

• Coordinate and support governance-related disclosures, including the proxy statement and elements of the annual report.

• Process and manage expense reports, invoices, and basic budget tracking for executives, while supporting project coordination to meet deadlines and compliance requirements within the financial services industry.

Board Responsibilities

• Prepares and manages agendas, reports, and meeting materials for all Board of Directors and Executive Committee meetings, ensuring timely distribution and compliance with internal protocols.

• Coordinates all aspects of board and committee meetings—including scheduling, logistics, and organizing meals—while recording accurate minutes, tracking attendance, verifying quorum, and monitoring action items for follow-up.

• Maintains official corporate records such as board minutes, resolutions, and proxies, ensuring accuracy, confidentiality, legal compliance, and accessibility, and serves as the custodian of these documents.

• Supports lawful governance processes by reviewing board books for regulatory and compliance requirements, ensuring key issues are addressed, and that all documentation meets disclosure standards.

• Liaises directly with Board and Committee Chairs and senior executives to facilitate seamless communication and execution of board-related activities, including onboarding new members and providing ongoing administrative support.

• Acts as the administrator for third-party corporate governance service providers, such as board portal vendors and director education resources, to ensure efficient support for board operations.

Compliance

• Point person to assist internal, external, and regulatory auditors with the collection of requested materials as assigned with their respective engagements.

General

• Effectively use tools and systems to be able to self-manage, organize, and complete work independently, proactively recognizing potential obstacles resolving them before they become an issue, managing to deadlines, creating action plans when not on track, enabling job functions to happen with minimal oversite and meeting conditions of satisfaction.

• Promotes and enhances the corporate culture and fosters the development and implementation of organizational vision, policies, and guidelines.

• Readily volunteer and accept assignments to special tasks established to address specific issues and opportunities.

• Use discretion in dealing with large amounts of sensitive, confidential information, while adhering to all Bank policies and procedures, consistently demonstrating our core values and service standards.

• Regular and consistent attendance is required to continue the high standard of customer service.

• In the performance of respective tasks and duties, the employee is expected to maintain knowledge of and ensure compliance with Bank Secrecy Act regulations and adheres to compliance procedures and internal/operational risk controls in accordance with all applicable regulatory standards, requirements and policies as well as attending all required training sessions and completing all required on-line training courses.

• Other duties as assigned, performing similar or related work as directed, required, or as situation dictates.

LEVEL OF RESPONSIBILITY:

• The position functions with minimal day‑to‑day supervision, relying on the individual’s judgment to manage priorities, sensitive matters.

• Work is guided primarily by organizational objectives, regulatory requirements, and executive expectations.

• The position significantly influences the quality, accuracy, and integrity of governance and regulatory outcomes.

EQUIPMENT REQUIRED:

• Smart Phone - To enable the MFA (Multi Factor Authentication) facilitating access to MSB systems .

HYBRID/REMOTE ENVIRONMENT:

• Your physical remote location must provide a dedicated workspace that is free from distraction and provides adequate light to be regularly visible on video calls.

• You must have access to a reliable internet connection with adequate bandwidth to join Teams and other video calls.

EDUCATION/SKILLS REQUIRED:

• Associates/Bachelors degree in business or related field and a minimum of 5-7 years of administrative support to an executive; and/or combination of education and experience required.

• Familiarity with business laws and regulations

• Experience in the banking or financial services industry is preferred.

• Understanding of the flow of the business and the timing of board operations

• Intermediate to advanced level of proficiency in Microsoft 365 Suite products including, but not limited to Excel, Word, Outlook, Power Point, Teams, and Sharepoint.

• Experience with project management to manage project initiatives from conception through execution

• Familiarity with CRM systems and other productivity tools.

• Ability to prioritize projects while managing multiple deadlines in a f ast ‑ paced, deadline ‑ driven setting

• Ability to maintain confidentiality; with tact and diplomacy.

• Solid understanding and application of administration activities with an understanding of office procedures and ability to operate standard office equipment.

• Means and mode to travel to any of Main Street Bank’s locations and or meeting sites as needed on a regular basis.

• May require occasional work outside of normal business hours depending on executive and business needs.

COMPETENCIES:

• Excellent communication skills –

• Demonstrates polished, professional communication skills across written, verbal, and video formats, consistently maintaining a positive demeanor and appearance.

• Effectively interacts with customers, colleagues, and the public, adapting to individual preferences and communication styles while displaying strong interpersonal skills, ethics, and cultural awareness with a service ‑ oriented mindset.

• Shows flexibility in responding to operational rhythms and upholds high standards of professionalism in all interactions.

• Demonstrates keen attention to detail, strong organizational skills, and exceptional problem-solving abilities, effectively managing multiple tasks and resolving challenges even in high-pressure situations.

• Demonstrates the ability to work independently by proactively anticipating needs, while remaining composed under pressure and effectively adapting to shifting priorities.

LANGUAGE/COGNITIVE SKILLS:

The work skills described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The person in this position communicates with all departments as well as Frequent interaction with senior leader, the Board of Directors and external partners and therefore must be able to exchange accurate information in these cases. They will need to use judgment and discretion in decision making situations, interpret and follow all Bank policies and procedures, write/create reports and business correspondence, (Main Street Bank’s standard language is English). As well as the ability to:

• Speak and effectively present/communicate information and respond to questions from customers, groups of managers, vendors, and other employees.

• Define problems, collect data, establish facts, and draw valid conclusions.

• Read, analyze, and interpret various documents such as board documents, and meeting minutes.

WORKING CONDITIONS AND PHYSICAL EFFORT:

The physical and work environmental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to:

Physical Demands/Efforts

• Occasionally lift and/or move up to 30 pounds, (i.e. promotional items, displays)

• Regularly required to remain in a stationary position, greater than 75% of the time

• Occasionally required to stoop and bend.

Mental & Visual Demands

• Consistently operate a computer for extended periods of time

• Specific vision abilities may be required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

• Regular use of office productivity machinery (i.e., a calculator, copy machine, fax machine, computer printer).

Work Environment and Hazards

• Occasionally move throughout the inside the Bank to access resources and individuals.

• Periodic local travel for bank purposes and/or on behalf of the bank (i.e., meetings, networking, training, community/marketing events).

• The employee must be able to work schedules that meet the needs of the bank, which may include early morning, evening and/or weekend hours.

• Fast ‑ paced, deadline ‑ driven setting

• When working in the office it is a general office environment where the noise level is moderate.

AMERICANS WITH DISABILITIES ACT

Main Street Bank complies with all aspects of the Americans with Disabilities Act (ADA) and state disability laws. This means that we will not discriminate against qualified individuals with a disability in any phase of the employment relationship including application for employment, hiring, promotions and/or advancement opportunities, termination, compensation, training and any other conditions or privileges of employment.

Applicant Notice

The completion of this Application for Employment does not assure a position with Main Street Bank and any offer of employment is conditioned on the satisfactory completion of a background and credit review as determined by the sole discretion of Main Street Bank. Neither this Application for Employment nor any document constitutes a contract of employment for a specific term and that any employment relationship that may be established will be 'at-will' and if hired, may be terminated at any time, for any reason, by the applicant or Main Street Bank.

Massachusetts Law - It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Massachusetts General Laws c. 151B prohibits employers from (1) terminating or refusing to hire individuals on the basis of genetic information; (2) requesting genetic information concerning employees, applicants, or their family members; (3) attempting to induce individuals to undergo genetic tests or otherwise disclose genetic information; (4) using genetic information in any way that affects the terms and conditions of an individual’s employment; or (5) seeking, receiving or maintaining genetic information for any non-medical purpose.

Main Street Bank is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.