Executive Administrative Assistant Job in Warsaw, New York Us
Function:
This is a key support position that provides comprehensive administrative support to the Retail Banking Executive(s) and assists in the coordination of general projects within the Executive and Management group. Coordinates projects and initiatives on behalf of the Executive(s) and provides administrative support to members of senior management as required. The position requires the ability to interface with all levels of personnel, executives, Directors, and clients in a courteous, professional and efficient manner. Maintains a high level of professionalism, confidentiality and discretion in the performance of all duties.
Provides administrative support for the Executive and Senior Management team under the direction of the Senior Executive Administrative Assistant.
Work Performed:
Essential Functions:
1. Is thoroughly familiar with the Executive's job function to assume workload as assigned. Stays abreast of current developments in banking as they apply to the Executive's area of responsibility through reading, research, and formal education.
2. Manages the Executive’s daily, weekly, monthly calendar, customer contacts and workflow. Maintains contact with bank management, board members, as required in all matters relative to meetings and other functions.
3. Disseminates and maintains all correspondence received by or originated by the Executive. Composes letters, memoranda and administrative reports and client packages. This includes correcting and editing as needed to ensure that the final copy conveys the intended meaning and is correct in detail and generally accepted business format.
4. As directed, reads correspondence and memos directed to the executive, handling those of a routine nature either by writing or telephoning a response or re-directing matters to proper parties to expedite handling.
5. Completes a wide range of administrative tasks that require a high level of PC proficiency, including word processing, spreadsheet, database and power point creation. Knowledgeable of generally accepted formatting principles with regard to business correspondence and reporting. May be responsible for research and verification of information needed by the Executive.
6. As required, provides a full range of administrative support to members of senior management, including the FSIS President/Firm Princi0pal and Director of Marketing
7. Prepares and maintains accurate, organized and complete business records such as minutes of meetings, correspondence with regulatory agencies, clients, legal counsel and all other official records related to the Executive’s responsibility.
8. Is responsible for the ongoing review of the status of projects and activities of individuals and departments under the executive’s authority. May maintain a tickler file to follow up and assure timely completion of assigned projects and/or reports. Keeps Executive informed on progress and takes initiative to ensure projects and initiatives are progressing as planned.
9. Appropriately handles visitor inquiries and/or incoming calls with utmost courtesy and professionalism. This includes mitigating problems encountered to the extent possible. Exercises judgment in determining situations that can be managed by subordinate officers and/or staff. Maintains and schedules appointments, meetings, conferences and travel plans
10. Assists the Executive(s) in the discharge of his/her duties as related to community organizations when participation is approved.
11. Establish, maintain, and revise filing and record keeping systems. Classify, sort, and file correspondence, records and other documents.
12. Is responsible for scheduling training and conference rooms. Ensures that rooms are reserved and set up sheet has been returned with instructions for room arrangement, equipment requirements, etc. May be requested to order lunches as needed, if training programs or meetings extend into meal period.
13. Ensures security procedures as established for people entering or exiting the building are adhered to. All visitors are signed in and receive a visitor’s badge. Responsible for contacting party the visitor is scheduled to see. Ensures visitors are signed out and leave the building as intended.
14. Receives incoming mail for front line departments from mailroom. Sorts and delivers mail. May assist in collection of outgoing mail to be picked up by mailroom clerk.
15. Under the direction of the SEAA, is responsible for completing, copying, shadow accouting, logging and filing of AP’s for the Marketing department.
16. Composes and distributes monthly Branch budgets to each branch
17. Assists SEAA with completion of Saving Bond requests.
18. Works with SEAA to follow up with branches on requests.
Non-Essential Functions:
19. Performs other related duties as assigned or directed.
Basic Qualifications:
• Degree in business administration desirable. Minimum of two (2) years of college or equivalent in business experience. Three to four (3-4) years of progressively more responsible experience in a financial services organization, preferably banking.
• Previous experience as an Administrative Assistant or comparable position is preferred.
• Strong PC proficiency in word processing, spreadsheets, power point.
• Ability to compose correspondence, memoranda and reports.
• Proficient or must become proficient in Jack Henry, Outlook, Word, and Excel applications.
• Ability to operate various types of office equipment.
• Ability to work effectively and professionally with staff, directors, advisory board members and clients.
• Ability to work independently without direct supervision.
• Excellent verbal and written communication skills.
• Excellent organizational, analytical and detail orientation skills.
• Knowledge of the various banking departments, functions and responsibilities.
• High degree of poise and tact. Professional demeanor and appearance.
• High level of initiative, good reasoning and judgment skills to act in the Executive’s absence.
• Able to work a flexible schedule depending on business demands.
• Must maintain confidentiality at all times.
For consideration, please submit your resume to our online career center at: http://autohire.careershop.com/fiiwarsaw/JobSearch/JobView.asp?JobAd_ID=948621