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.

Job Summary

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

The duties listed below may not include all responsibilities that the person in this role may be asked to perform. Incumbent may be required to perform other related duties as assigned.

• Provides direct administrative support to the executive.
• Manages calendar, schedules meetings, and coordinates logistics for internal and external engagements.
• Assists with preparation of presentations, reports, and correspondence.
• Coordinates travel arrangements, including flights, hotels, rental cars, and itineraries.
• Tracks follow-ups, commitments, and key action items from meetings.
• Supports relationship management by coordinating meetings, events, and communications with clients, board members, and community contacts.
• Supports 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
• Maintains organized filing systems and manage information flow.
• Assists with expense reporting and administrative tracking.
• Serves as front desk receptionist; greet visitors and notifies staff of arrivals.
• Manages incoming and outgoing mail, deliveries, and courier coordination
• Coordinates conference room scheduling, setup, and hospitality (A/V, catering, materials).
• Maintains office supplies and general office organization.
• Assists with internal and external events, meals, meetings, and employee functions.
• Performs general clerical duties including copying, filing, and document preparation.
• Prepares and assembles high-quality materials for meetings, presentations, and recurring executive and board-related deliverables.
• Supports office operations and ensures a professional and welcoming environment.
• Assists with vendor coordination and basic office logistics.
• Provide administrative support to team members as needed.
• Other duties as assigned.

Qualifications

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner. Individual abilities and organizational limitations may result in some deviation from these guidelines.

• 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 Impact

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.

Bank Secrecy Act (BSA)

All employees of Vantage Bank, herein referenced to as the "Bank", must comply with the terms of the 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