Senior Administrative Assistant

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

• 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.

COMPETENCIES

Communication Skills

• 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.

Computer/Technical/Subject Matter Expertise

• 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.

Organization

• 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.

Judgment

• 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.

ROLE QUALIFICATIONS

• 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.