Trust Company Executive Assistant

Job Summary 

Under the direct supervision of the Trust Company executive leadership team, this position provides high-level administrative, client service, and operational support for Riverview Trust Company. The role supports executives, trust officers, and team members through strategic scheduling, confidential correspondence, meeting preparation, recordkeeping, project coordination, and follow-up related to trust administration, fiduciary services, client relationships, and department operations.

The salary for this role will be between $65,000 and $80,000. The specific salary offered will depend on several factors including but not limited to applicant’s skills and prior relevant experience.  Hired candidate may be eligible for healthcare benefits, 401K plan, short term & long-term disability coverage, life insurance, vacation & sick time, educational assistance, and several holidays.  Certain roles are eligible for additional rewards

Job Functions  

• Provides executive-level administrative support to Trust Company leadership, including calendar management, meeting coordination, correspondence, document preparation, filing, and follow-up.


• Coordinates Trust Company meetings, client appointments, committee materials, audit and examination scheduling, corporate reporting, licensing renewals, vendor coordination, and special projects.


• Prepares, organizes, and maintains highly confidential and sensitive information, including corporate records, client materials, trust administration documents, correspondence, and account-related follow-up.


• Serves as a professional point of contact for clients, beneficiaries, attorneys, accountants, advisors, vendors, board members, and internal partners, ensuring timely communication and a high-quality client experience.


• Supports trust administration activities by assisting with client meeting preparation, routing mail and communications, tracking referrals and new business, assembling materials, and coordinating account-related documentation.


• Identifies opportunities to improve office practices, workflows, tracking tools, and communication processes while following Riverview Trust Company and applicable Riverview Bank policies and procedures.

Typical Experience/Education

4+ years of administrative, executive support, banking, financial services, trust, wealth management, or related experience preferred.

High School diploma or GED required; additional coursework or experience in business, banking, finance, trust administration, fiduciary services, or office administration preferred.

Relationships 

• Frequent contact with Trust Company executives, trust officers, wealth management team members, and operations partners to manage schedules, client needs, projects, reporting, and follow-up.


• Professional and courteous interaction with clients, beneficiaries, prospects, attorneys, accountants, advisors, vendors, and community partners.


• May interact with members of the Trust Company or Bank Board and must represent the department with discretion, accuracy, and professionalism.


• Partners with internal departments, including operations, compliance, marketing, finance, and retail banking, to support Trust Company initiatives, reporting, client events, and service delivery.


• Demonstrates an advisory, proactive, and service-focused mindset by anticipating needs, protecting confidentiality, and helping the team find better ways to support clients and each other.

Knowledge, Skills, and Abilities   

Core Knowledge & Tools: Working knowledge of executive administrative support, office operations, client service, and financial services environments. Familiarity with trust administration, fiduciary services, wealth management, account paperwork, corporate records, and regulatory expectations is preferred. Skilled in Microsoft Word, Excel, Outlook, PowerPoint, scheduling systems, and department-specific tools.

Communication: Drafts, edits, and proofreads correspondence, meeting materials, reports, presentations, client communications, and internal updates with accuracy, professionalism, and confidentiality. Communicates clearly with executives, trust officers, clients, advisors, and internal partners.

Organization & Accuracy: Manages complex calendars, competing priorities, client meeting logistics, project deadlines, records, files, mail routing, expense reporting, and follow-up items with strong attention to detail and minimal supervision.

Problem-Solving: Anticipates needs, identifies gaps, resolves non-routine administrative or client service issues, and recommends practical workflow improvements. Uses sound judgment when handling sensitive, confidential, or time-sensitive matters.

Professionalism: Demonstrates discretion, integrity, service excellence, and care in every interaction. Maintains confidentiality of client, fiduciary, corporate, and employee information and represents Riverview Trust Company in a professional and trustworthy manner.

Collaboration & Guidance: Works closely with trust officers, executives, operations partners, and cross-functional teams to support seamless service delivery. May provide informal guidance, backup support, or process assistance to other administrative team members.

 Technology & Innovation: 

• Demonstrated curiosity and adaptability in leveraging evolving digital tools and artificial intelligence (AI) to enhance administrative efficiency, reporting accuracy, client service, workflow tracking, and decision support.


• Willingness to continuously learn and responsibly apply emerging technologies in alignment with confidentiality, fiduciary, regulatory, and ethical standards.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to effectively communicate via phone/video, messaging, and email. The employee is required to use computer and office equipment such as a computer, printer, copier, as well as computer software such as Microsoft Office. You may also frequently be required to occupy a workstation for long periods of time. 

 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

 WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock in working with standard office equipment. The noise level in the work environment is usually moderate.

Riverview Bank does not accept unsolicited resumes from any third party staffing agencies and/or search firms for any job postings.

 Third parties are not authorized to submit profiles, applications, or resumes to this site or to any Riverview Bank employee. Any such submissions, Riverview Bank will not be responsible for any fees related to unsolicited resume submissions without written consent from the Talent Acquisition Team. Including, but not limited to the candidate hired for a position.