Executive Administrative Assistant

3 weeks ago

Easthampton, United States bankESB Full time
OVERVIEW:

The Executive Administrative Assistant to the Chief Executive Officer (CEO) and the EVP, Chief Administrator Officer (CAO) provides varied support ensuring that demands and activities are accomplished in a fast-paced environment with a high degree of confidentiality, flexibility and adaptability. This position performs advanced-level administrative work of a complex nature driven by Hometown Financial Group's corporate structure. The role includes recording minutes for Board of Directors, Board Committee and various other Bank meetings and maintaining corporate governance documents. The individual conveys high standards of professionalism in all interactions with employees, customers, directors, and the community.

PRIMARY ACCOUNTABILITIES / RESPONSIBILITIES:

Meeting Management Responsibilities:
  • Coordinating Board, Committee and Annual meetings with venue coordination support from Executive Support Specialist
  • Preparing, collecting, uploading and distributing all monthly Board and Committee materials to Board Portal including preparation of resolutions, votes, etc.
  • Attending all Board and Committee meetings to record official meeting minutes
  • Coordinating audio/visual equipment and virtual meeting setups in meeting rooms for remote meetings
  • Preparing agendas, schedules, and gathering information pertaining to meetings, scheduling, projects, reports, communications, and general inquiries
  • Maintaining meeting attendance records and arranging payment of all Board and Committee fees with Human Resources and Finance
General Corporate Governance & Administration Responsibilities:
  • Maintaining corporate calendar and other calendars, as necessary, for meetings and Board event planning
  • Maintaining approved bylaws and governance documents post Committee and Board Meetings
  • Supporting all internal and external audits, regulatory exams by providing requested materials to internal, external auditors and Compliance/Audit department
  • Acting as administrator for BoardEfffect- the Bank's Board portal
  • Maintaining knowledge of legislative and regulatory requirements in the area of corporate governance as they relate to the role
  • Composing and preparing a range of Bank-wide communications and general correspondence
  • Assisting Executive Support Specialist in coordination of social events - i.e. annual holiday celebration, retirement events, when necessary
POSITION REQUIREMENTS:
  • Bachelor's degree, or related experience
  • Minimum of five years executive assistant or related experience, banking preferred
  • Ability to maintain high degree of confidentiality
  • Exceptional communication, both oral and written, business writing and interpersonal skills
  • High attention to detail, high degree of accuracy and integrity
  • Ability to properly multi-task and prioritize workload by considering its risk, importance, and urgency in meeting deadlines
  • Strong organizational and problem solving skills
  • Proven ability to communicate effectively and professionally with Board members, staff, management, and external contacts to the Bank
  • Thinks independently, exercises sound judgment, and demonstrates discretion, diplomacy, and tact in matters of significance and of a highly confidential nature
  • Proficiency with Microsoft Excel, Word, Outlook, PowerPoint, Acrobat
  • Must be passionate about our company, our people, our customers and our community
  • Ability to travel to branches within Hometown Financial Group footprint

An Affirmative Action/Equal Opportunity Employer of protected veterans and individuals with disabilities. Applicants for employment are considered without regard to race, creed, color, religion, sex, gender identity, sexual orientation, marital status, genetic information, national origin, age, disability, status as a veteran, Vietnam Era Veteran, or being a member of the Reserves or National Guard. Also, it is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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