Senior Administrative Assistant
Capital First Trust Company
Senior Administrative Assistant
This position reports to the President and is responsible supporting a team of professional executive staff members. They will provide a high level of accuracy, professionalism, and organization. This position requires strong written and verbal communication skills, the ability to complete work within deadlines, and a high level of confidentiality.
ROLE RESPONSIBILITIES
This position reports to the President and is responsible supporting a team of professional executive staff members. They will provide a high level of accuracy, professionalism, and organization. This position requires strong written and verbal communication skills, the ability to complete work within deadlines, and a high level of confidentiality.
ROLE RESPONSIBILITIES
- Manage executives' calendars and set up meetings
- Make travel and accommodation arrangements
- Format information for internal and external communication - drafting letters, memos, emails, presentations and documents; collecting and analyzing information and initiating communications
- Arrange meetings including agendas, room preparation, assembling and distributing data and information and meeting follow up, including travel arrangements if necessary.
- Assists with the preparation of quarterly board meetings, maintains board files, attends board committee meetings as requested, and prepares draft minutes.
- Type and proofread policy & procedure documents. Assist in the organization of the company policy manual.
- Prepare various documents and monthly reports.
- Screens and handles routine incoming mail and phone calls to facilitate timely resolution.
- Processes invoices and submits expenses for executive(s).
- Researches, prioritizes, and follows up on matters in a timely manner.
- Other duties and projects, as assigned by management.
- Demonstrated ability to effectively interact with senior executives as well as diverse groups of people from inside and outside the company.
- Use professional verbal, written and interpersonal communication skills.
- Communicate effectively and interact professionally with others, including other associates and third parties.
- Follow company policies for electronic communications and internet use.
- Basic Understanding of Trust Accounting Software and Customer Relationship Management system.
- Display proficiency using standard office equipment such as computer, fax, photocopier, scanner and telephone.
- Proficiency using Office Suite of applications. Advanced proficiency in Microsoft Word.
- Able to understand and follow company policies regarding information security including password, multi-factor authentication, and remote access use.
- Good time-management skills.
- Balance competing priorities to manage workflow, ensure completion of essential projects and meet critical deadlines.
- Strong analytical skills with high attention to detail and accuracy.
- Maintains confidentiality of customer data and sensitive information.
- Understands Company's overall strategy and guiding principals
- Work proactively to quickly identify and escalate issues and concerns.
- Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively support group goals.
- Able to identify common attempts at information security scams, like email phishing.
- High school diploma or GED equivalent.
- Minimum of 3 years' experience as an Administrative Assistant. Experience in financial services is helpful but not required.
- Ability to multi-task, establish priorities and work independently.
- Excellent organizational and communication skills.
- Attention to detail and accuracy.
- Courteous and positive attitude.
- Strong sense of confidentiality and ability to exercise sound judgment.
- Strong working knowledge of technology and Microsoft Office Suite.
- Advanced proficiency in Microsoft Word
- Strong word-processing, organizational and communication skills.
- Professional appearance.
Vacancy posted 2 days ago
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