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 Companys 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.

Required Experience:

Senior IC