Executive Assistant

POSITION PURPOSE:


Responsible for performing administrative duties and providing support to the Administrative Manager, Facilities Management team, Executive Management team, and Accounting. Works closely with the Administrative Manager and all departments within the organization. Assists with data entry and organization, reporting, scheduling, invoice processing, security (network, mainframe, and physical), and work control for Facilities Management, Executive Management, and Accounting as requested. Assists with Executive Dining Room and Board Room, organizing and planning functions, scheduling meetings, technology set-up, as well as other activities. Assists Business Banking with corporate customer account relationships assigned to Executive Management.


DUTIES, SCOPE, RESPONSIBLIITIES & AUTHORITY:


Performs a range of diverse administrative activities/functions for the Facilities Management team, Executive Management team, and Accounting. Responsible for organizing and prioritizing duties to effectively assist the Administrative Manager with Facilities Management, Executive Management, Accounting, and Executive Dining Room. Greets customers coming into the Executive area and assists with phone coverage in the Executive area. Interacts with employees throughout the organization, including holding company staff, providing a good working relationship with all departments. Assists with data entry, reports, and creation of new documents, spreadsheets, and power points, as requested. Assists with review and control of incoming and outgoing mail correspondence and follow up. Responsible for various tasks and record maintenance related to facilities management, security, accounting, and deposit accounts. Assists Administrative Manager with Facilities Management work order database, data entry, key management, invoice processing, utility usage tracking, project support, construction file maintenance, and departmental resources updates. Maintains fleet vehicle reservation schedule and assists with vehicle maintenance monitoring (license renewals, preventative maintenance scheduling, registrations, etc.), and expense processing (credit card receipts and invoices). Upon request, assists with set-up of audio/visual/media devices and meeting recordings in the Board Room, training room, and conference rooms; schedules meetings, prepares agendas, and takes minutes. Submits security requests and conducts periodic security reviews. Provides support to Accounting with various projects, reports, invoice processing and other activities. Researches and resolves customer and vendor issues in the absence of Management. Responsible for follow-up with appropriate staff to ensure customer and vendor issues are resolved satisfactorily. Escalates issues which cannot be resolved. May also receive requests for assistance from other departments. Responsible for compliance with all banking regulations which are applicable to the job, including Bank Secrecy Act and information security initiatives.

Minimum of 2 years administrative office experience is required. College level course of study is preferred with business, accounting or finance classes or additional financial services experience. Ensures strict confidentiality of information while performing work according to established policies. Must be proficient in Microsoft Office products, as well as have a good understanding of the Banking system. Must be proficient in technology and programs used and stay current and knowledgeable as changes occur. Must have good verbal communication skills and excellent written communication skills. Skills in organizing resources and establishing priorities; effectively and efficiently coordinating office activity including adapting to a multi-task, multi-functional environment. Must be able to assist multiple officers, manage time, multitask, and prioritize well. Ability to work quickly and accurately. Strong attention to detail required. Ability to analyze and solve problems. Must possess good judgment skills and the ability to maintain strict confidentiality of records, events, and information. Ability to independently plan, with minimal supervision, prioritize, organize, and complete work. Must be dependable and trustworthy. Willingness to assume additional responsibilities/duties/projects.