Executive Administrative Assistant

3 weeks ago

New York, New York, United States OceanFirst Bank Full time
About the Role

The Executive Administrative Assistant provides high-level administrative support to members of Senior Management, including Executive Management or Regional Presidents. This role involves handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements, and providing other administrative tasks.

Key Responsibilities
  • Perform executive administrative duties with a high degree of accuracy and proficiency, as required by members of Senior Management.
  • Create, prepare, and distribute various reports, documents, and correspondence as directed by the Executive.
  • Responsible for heavy calendar management for multiple Executives, correspondence, expense reports, and coordinating various events (meetings and travel arrangements, etc.) on behalf of the Executive Management team.
  • Respond to calls and other requests for information and support in a timely, professional, and courteous manner.
  • Interface directly with other senior executives and their support teams.
  • Coordinate internal and external meetings with team members, taking into account their respective agendas.
  • Ability to create and modify presentations, spreadsheets, and other various documents.
  • Screen and route incoming telephone calls to assigned executives. Accurately record messages and respond to customer inquiries.
  • Coordinate office services, housekeeping, and record controls as directed by the Executive.
  • Greets and directs visitors to appropriate Officer.
  • Ensure timely distribution and handling of mail as directed by the Executive.
  • Maintain files and update revisions to reference manuals and other such documents as directed by the Executive.
  • Perform other administrative duties as requested.
Requirements
  • Strong attention to detail and follow-up skills to keep Executives on track in achieving their goals.
  • Strong technical competencies in spreadsheets and graphics. Expertise in Excel, Word, PowerPoint, and Internet navigation.
  • Excellent interpersonal, written, and verbal communication skills; accuracy and attention to detail.
  • Excellent organizational skills with the ability to organize time and resources and to set priorities to accomplish multiple tasks simultaneously.
  • Demonstrate professionalism with the ability to interact well with all levels of internal and external contacts, vendors, and/or outside counsel.
  • Ability to work in a team environment to include assisting other support staff with coverage and special projects.
  • Ability to handle confidential information professionally and in accordance with Bank/company policies and procedures.
  • Able to coordinate and manage multiple annual events.
  • Highly motivated and able to perform well under pressure, in a fast-paced environment under tight deadlines.
  • Able to use creativity and critical thinking skills to solve problems and create efficiencies for the Executive Team.
  • Comfortable with and willingness to learn from the Senior Executive Assistant regarding new technologies and developing proficiency in all aspects of the role under the umbrella of efficiency and attention to detail.
  • Ability to think ahead and bring a proactive mindset to the role.
Qualifications
  • High School diploma or equivalent work experience supporting C-Suite executives.
  • Minimum of three years of executive administrative experience supporting a C-Suite executive.
  • Experience in banking and/or legal preferred.
Working Conditions/Physical Requirements

Office environment. Ability to operate computer. Ability to communicate in order to exchange simple to complex information with individuals and groups. Ability to travel throughout Bank footprint.

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