Executive Assistant

THE GLENVIEW TRUST COMPANY
WEALTH MANAGEMENT
Executive Assistant
BASIC FUNCTION
The Executive Assistant provides high-level administrative, organizational, and business support to the Chief Fiduciary Officer, the Corporate Compliance and Fiduciary Manager, executive leadership, and the Fiduciary Team. The position coordinates priorities, meetings, communications, records, and confidential materials; supports fiduciary and compliance activities; and helps ensure that assignments are completed accurately, professionally, and on schedule. The Fiduciary Support Specialist serves as a resource and liaison for internal and external parties, exercises sound judgment in handling sensitive information, and provides flexible support as business needs arise.
ORGANIZATIONAL RELATIONSHIPS
Reports to:
Supervises:
Corporate Compliance and Fiduciary Manager
This position has no supervisory responsibilities.
SPECIFIC DUTIES AND RESPONSIBILITIES
* Provides high-level administrative support to designated executives and fiduciary leaders, including calendar coordination, meeting planning, correspondence, document preparation, and follow-up on priorities and commitments.
* Organizes and prioritizes requests, files, records, and communications to help executives and team members remain informed and prepared.
* Prepares, edits, formats, and proofreads letters, presentations, spreadsheets, meeting materials, and other business documents consistent with Glenview Trust Company standards.
* Handles confidential client, employee, fiduciary, compliance, audit, and governance information with appropriate discretion and care.
* Serves as a professional point of contact and liaison among executives, employees, clients, vendors, professional advisors, auditors, and other parties, directing matters to the appropriate individual for response.
* Maintains general logs, trackers, schedules, and status information needed to support departmental responsibilities, management oversight, training, disclosures, audits, and special projects.
* Assists with the organization, indexing, distribution, retention, and secure handling of original and electronic records in accordance with established Company practices.
* Provides administrative support related to fiduciary support activities, including correspondence, account documentation, estate administration support, document vault assistance, and other items as directed.
* Anticipates administrative and meeting needs, identifies scheduling or documentation issues, and takes appropriate action within assigned authority.
* Assists with new-hire, visitor, candidate, internship, and coordination of internal and external meetings.
* Supports special projects as assigned.
STANDARDS OF PERFORMANCE
* Consistent attention to detail, organization, deadlines, and follow-through.
* Accurate and timely preparation of correspondence, meeting materials, records, trackers, and project support.
* Effective management of competing priorities, changing needs, and confidential matters.
* Demonstrated flexibility and willingness to assist with a variety of tasks and changing assignments.
* Professional representation of Glenview Trust Company in all communications and interactions.
* Maintenance of Company, client, employee, and fiduciary information in a confidential and secure manner.
* Demonstrated initiative, sound judgment, resourcefulness, and a service-oriented approach.
* Positive collaboration across fiduciary, compliance, operations, client service, and administrative teams.
MENTAL AND PHYSICAL REQUIREMENTS
* Ability to manage a substantial volume of detailed and confidential work while meeting required deadlines.
* Ability to communicate clearly, professionally, and courteously.
* Ability to maintain concentration and accuracy amid time pressures, interruptions, and changing priorities.
* Ability to exercise judgment, maintain confidentiality, and appropriately escalate matters requiring management attention.
* Ability to sit for extended periods and maintain sustained visual attention when working with documents and computer systems.
* Ability to occasionally move files and assist with Fiduciary meeting setup.
WORKING ENVIRONMENT AND CONDITIONS
* This position involves working within an indoor professional office environment around general office equipment, including computers, workstations, copiers, and conference-room technology.
* This is an in-office position with a regular work schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. Remote work is not available for this position.
EDUCATION, EXPERIENCE AND TRAINING
* Minimum of a 2-year Associate degree required; 4-year Bachelor's degree preferred. Equivalent relevant experience may be considered.
* Minimum of 5 years of administrative or executive support experience preferred.
* Experience within a trust company, financial services organization, legal environment, professional services firm, or similarly confidential and regulated setting preferred.
* Demonstrated experience supporting senior leaders, coordinating complex schedules and meetings, and preparing professional business materials.
* Strong proficiency with Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint, required.
* Strong written and verbal communication, organizational, proofreading, and interpersonal skills required.
Glenview Trust is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, veteran status, disability, or any other category protected by law.