Executive Assistant at Unity Bank in Clinton, NJ, USA

Job description

• Responsible for providing administrative support for the Senior Management team and Retail Administration. Conduct research, prepare reports, handle information requests, and perform administrative functions such as creating spreadsheets and presentations, preparing correspondence, maintaining information and data files, processing paperwork, scheduling meetings and events, and interacting with people on a regular basis.

Responsibilities

• Direct support to the Bank's CEO, CFO, and CRO
• Prepare monthly Board and Committee meeting material including agendas, reports and minutes:
• Schedule meetings both in-person and via Microsoft Teams.
• Collaborate with Committee Chairs to finalize meeting agendas.
• Compile and upload relevant documentation to Boardvantage.
• Record meeting minutes and manage the approval process.
• Arrange catering and setup for meeting lunches when required.
• Prepare for Annual Meeting, such as Annual Reorganizational meetings
• Prepare and distribute SI-1 and SI-2 forms for completion and record keeping
• Schedule and arrange interviews and meetings for senior management
• Maintain the Boardroom: ensure cleanliness, manage bookings, and order supplies for the Executive area
• Ensure copy room is in order and has sufficient supplies, order supplies via Village when necessary
• Travel and expense
• Advertising and sponsorships
• Invoices
• Prepare PowerPoint presentations and handouts for executive use
• Collect, tabulate, and distribute weekly/monthly executive-level reports
• Administer annual updates to the Bank's Incentive Plans, ensuring accuracy and timely completion.
• Work on projects as assigned.

Requirements

• Job requires a service orientation and actively looking for ways to help people.
• Job requires a high level of coordination, organization, planning, and prioritization of work, and management of one's own time.
• Job requires strict attention to details and thoroughness in the completion of job duties.
• Job requires the use of computers for various applications, such as database management and word processing.
• Job requires developing constructive and cooperative relationships with others.
• Job requires a willingness to take on responsibility and challenges.
• Job requires travel to branches and offsite training.
• Associates degree or equivalent.
• Three years administrative experience in the banking industry preferred.
• Knowledge of administrative and clerical procedures, managing data, files, and records, designing forms, and other office procedures.
• Excellent oral and written communication skills.
• Excellent computer skills in a Microsoft Windows environment including proficiency in Word and Excel.
• Effectively present information and respond to inquiries from senior management, colleagues, and the general public.
• Ability to write reports and business correspondence.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to work independently with direct supervision.

Skills

Required

• Service orientation
• Management of one's own time
• Travel to branches and offsite training