Executive Assistant

SUMMARY :

Under the direct supervision of the Administration Manager, this position provides administrative and secretarial support for the executive management team.

In addition to typing, filing and scheduling; performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects.

Also answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following; supervisor and / or Trustco Bank’s Board of Directors may assign other duties.

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing. Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Opens mail for the Administration Manager. Drafts written responses and / or replies by phone or e-mail when necessary.

Responds to regularly occurring requests for information.

• Answers phones for Administration Manager. Takes messages or fields / answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs.

Handles confidential and non-routine information and explains policies when necessary.

• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the Administration Manager, which may include : planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes.

Responsible for accuracy and clarity of final copy.

Supports market data analyst in maintenance of the department finances. Activities include : copying check requests and sending to accounts payable travel reimbursements, documenting corporate credit card expenses to corporate finance.

REQUIRED EDUCATION / EXPERIENCE :

• High school diploma or equivalent level of education and experience.
• Effective verbal and written communication skills.
• Well organized with the ability to manage multiple tasks and work to time sensitive deadlines.
• Ability to work well independently and in groups.
• Working knowledge with Microsoft Office Programs; Excel and Word.

PREFERRED EDUCATION / EXPERIENCE :

Bachelor’s degree in a business-related field.

POSITION TYPE / EXPECTED HOURS :

This is a full-time position. Office hours Monday Friday 8 : 30am 5 : 00pm. Evening and weekend work may be required as job duties demand.

TRAVEL : No travel required.

No travel required.

LANGUAGE SKILLS :

Must be able to speak, read, write, and understand the primary language(s) used in the workplace ; bilingual skills a plus.

Ability to read, analyze, and interpret general business information, including but not limited to company policies and procedures.

Ability to effectively present information and respond to questions from groups of managers and customers.

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is largely sedentary role, requiring use of typical office equipment such as a computer, laptop and phone.
• Ability to communicate both in person and / or by telephone.

WORK ENVIRONMENT :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

For the most part, ambient room temperatures, lighting and traditional equipment as found in a typical office / retail environment.

OTHER DUTIES :

Please note that this job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.