Executive Assistant I

Executive Assistant I

The Executive Assistant I (EA I) provides comprehensive administrative and operational support that enables senior leaders and their teams to operate efficiently and effectively. This role supports day-to-day priorities through calendar management, meeting coordination, travel planning, and follow-up on action items, while independently managing processes, information, and administrative workflows to support business objectives.

Operating within a centralized administrative team model, working with professionalism, discretion, and sound judgment, the EA I builds strong working relationships across the organization and with external partners. The role supports confidential matters, contributes to clear communication and coordination, and adapts to varying levels of complexity and responsibility. This position may take on increased ownership of projects, research, reporting, and coordination of additional administrative resources in support of organizational priorities.

Essential Duties

Office & Facilities Operations

• Serve as a primary point of contact for property management and building services, supporting timely communication and resolution of facilities-related needs to maintain a safe, functional, and professional office environment
• Coordinate office supplies, equipment, and vendor support, including ordering, inventory tracking, invoice processing, and receiving, to ensure continuity of operations
• Manage incoming and outgoing mail, including confidential and time-sensitive materials, with accuracy and discretion
• Prepare workspaces and coordinate onboarding and offboarding logistics for employees and visitors to support smooth transitions
• Support on-site meetings and events by coordinating logistics, catering, set up, and cleanup to ensure a positive and professional experience
• Assist with logistical preparation for board and executive meetings, including room setup, materials organization, and hospitality coordination

Administrative & Leadership Support

• Provide administrative support to senior leaders, including calendar coordination, travel arrangements, and expense processing
• Prepare, format, proofread, and organize documents and materials to support meetings, presentations, and leadership communications
• Manage multiple concurrent requests while maintaining confidentiality, responsiveness, and attention to detail
• Participate in EA team meetings and contribute to shared processes, documentation, and team initiatives to support consistency and efficiency

Process Improvement & Team Support

• Maintain and update administrative process documentation, identifying opportunities for improved efficiency and standardization and escalating recommendations as appropriate
• Provide backup coverage for other EA team members as needed to ensure continuity of operations
• Share best practices and support knowledge transfer across the EA team to promote consistent service delivery
• Support cross-functional initiatives and meetings, as assigned in alignment with organizational priorities
• Complete required compliance training timely

Technology & Digital Tools

• Utilize core digital tools (e.g., Microsoft Office 365, SharePoint, OneDrive) to support daily administrative tasks and information management
• Apply basic automation tools such as calendar scheduling features, templates, and workflow reminders to reduce manual effort and errors
• Participate in training related to new technologies and AI-enabled tools, supporting continuous improvement and digital readiness
• Perform position-specific responsibilities and other duties as assigned in support of executive operations and organizational objectives

Role Competencies/Skills

Attention to Detail Collaboration & Communication Diversity & Inclusion Execution & Ownership Time Management Managing Complexity - Customer Service Dealing with Ambiguity Analytical Thinking Critical Thinking Process Improvement Relationship Management

Environment, Physical & Mental Activities

• The incumbent is in a non-confined office-type setting in which they are free to move about at will. It may include some minor annoyances such as noise, odors, drafts, etc. For Hybrid and Remote roles, work may also be performed away from BSB worksites depending on the position and requirements. For Hybrid/Remote work, employees are required to have an environment when working at home that has a dependable, high-speed internet connection and environment conducive to frequent phone or internet calls where private, confidential or other information is not visible, able to be overheard, or physically or electronically accessible to anyone else.
• The incumbent in the course of performing this position spends time writing, typing, speaking, listening, lifting (up to 10 pounds), driving, carrying, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), sitting, pulling, walking, standing, squatting, kneeling and reaching.
• The incumbent for this position may operate any or all of the following: personal computer, cellular telephone, printer, and other standard office equipment.
• The incumbent in this position must be able to accommodate reading documents or instruments, detailed work, problem solving, customer contact, reasoning, math, language, presentations, verbal and written communication, analytical reasoning, stress, multiple concurrent tasks and constant interruptions.
• The work environment characteristics, physical and mental demands described here are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Requirements

Minimum Qualifications

• High School Diploma or equivalent
• Three (3) or more years of relevant professional administrative or office support experience
• Experience supporting senior leaders in a professional environment
• Working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and collaborative tools such as SharePoint and OneDrive; skills assessment required
• Ability to manage multiple tasks and priorities with professionalism, discretion, accuracy, and timely follow-through
• Strong communication, organizational, and collaboration skills
• Ability to travel domestically as required to support meetings, trainings, or events
• Notary Commission

Preferred Qualifications

• Associate degree or equivalent coursework
• Six (6) or more years of relevant professional experience

Compensation

The posted pay range is the lowest to highest compensation we reasonably in good faith believe we would pay at posting for this role but may include ranges from the different geographies where this position may be based. New employees' starting pay is usually from the start of the range to approximately 25% of the max, more qualified and/or experienced employees may start near the middle of the range for their geography. We may ultimately pay more or less than this range. Compensation for our organization is based on factors that include the role, required knowledge, skills, abilities and competencies, and candidates' relevant education, qualifications, certifications, experience, skills, seniority, location, performance, union contract and business needs. Our pay ranges are based on national living wage indexes, such as MIT's living wage index, to enable us to pay our employees beyond what are standard practices for many employers, and also take into account geographically-specific recent compensation market survey data for each position.

Benefits

Beneficial State Bank's benefits include a comprehensive package designed to support you and your eligible dependents. We focus on the holistic health of our team members and promote work-life balance.

Our benefit package includes:

• Medical / Dental / Vision / Basic Life / STD / LTD
• Vacation Days: 2-4 weeks depending on role
• Sick Days: 12 days per year
• Holidays: 11 days per year
• 401(K) / ROTH / FSA / HSA / EAP
• Education and Adoption Assistance
• Bank-Wide Annual Discretionary Bonus Program
• Production-based incentive program available for some roles.
• Paid Volunteer Time: 4 days per year / annual match of qualifying employee donations
• Paid Sabbatical Program after 5 years of service
• Pet Benefits

You are welcome here at Beneficial State Bank. We are an equal opportunity employer and all qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, national origin, gender identity, disability or veteran status.