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Executive Assistant

 

 
TITLE:
 
 
Executive Assistant
 
GRADE:
 
00
FLSA:
 
Non-Exempt SALARY RANGE: $75,000/year
SEGMENT:
 
Administration LOCATION: Bayonne, NJ
CATEGORY:
 
Full Time REPORTS TO: Chief Operating Officer
SHIFT:
 
Monday-Friday; 8:00 a.m.–5:00 p.m. DATE: November 12, 2022
 

SUMMARY

 
The position of Executive Assistant is responsible for providing administrative and secretarial support to senior management executives including, but not limited to greeting visitors and answering the telephone; receiving and distributing mail and correspondence; gathering data and compiling various reports for management; conducting projects and assignments; photocopying materials; maintaining files; ordering supplies; and issuing correspondence. The position of Executive Assistant requires by nature of the superiors’ positions, involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment. 
 
Assures compliance with all Bank policies and procedures, as well as, all applicable state and federal banking regulations.
 
 
 

ESSENTIAL DUTIES

 
  1. Performs a wide range of administrative and secretarial duties; takes and/or transcribes dictation, including minutes of meetings; composes, edits and proofreads correspondence to ensure typographical accuracy for supervisor’s signature; sets up and maintains files; makes travel arrangements and reservations; attends meetings and prepares and distributes meeting minutes; and sorts, screens and distributes mail.
 
  1. Answers telephones and related duties; determines priorities of inquiries and problems received from both internal and external sources; takes messages or provides answers and information; refers problems to appropriate individuals; ensures answers or information is received by inquiring party.
 
  1. Gathers and coordinates data for all board and committee meetings and other meetings; prepares agendas; organizes special meetings and events; maintains attendance records; and prepares and distributes meeting minutes.
 
  1. Gathers and calculates data from a variety of sources to produce administrative reports for management; ensures reports are accurate, relevant, complete, and prepared on schedule.
 
  1. Schedules appointments and/or tasks as necessary; maintains supervisor’s calendar; reminds supervisor of scheduled appointments and meetings; assembles documents, reports or other information as required for meeting preparation; makes return calls on behalf of executives; ensures appointment or meeting participants are informed of date and time; explains supervisor’s requirements and instructions to others as directed for meeting preparation.
 
  1. Greets and screens in-person customers and visitors; exercises tact, judgment, initiative and knowledge of supervisor’s functional area to determine which individual(s) may be handled by subordinate officers and staff.
 
  1. Participates in special projects and tasks of a diverse nature as directed.
 
  1. Maintains state and federal regulatory manuals and related correspondence as necessary and/or required.
 
  1. Operates computer terminal or personal computer to input and process data.
 
  1. Maintains orders and distributes supplies or merchandise for the department.
 
  1. Performs routine clerical duties including, but not limited to, word processing, filing, faxing, and copying.
 
  1. Is well versed in all Microsoft Office products, including Word, PowerPoint, and Excel, among others.
 
  1. Treats people with respect; keeps commitments; Inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.
 
  1. Demonstrates knowledge of and adherence to EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes working environment free of harassment of any type; builds a diverse workforce and supports affirmative action. 
 
  1. Follows policies and procedures; completes administrative tasks correctly and on time; supports the Bank’s goals and values; benefits the bank through outside activities.
 
  1. Performs the position safely, without endangering the health or safety to themselves or others and will be expected to report potentially unsafe conditions. The employee shall comply with occupational safety and health standards and all rules, regulations and orders issued pursuant to the OSHA Act of 1970, which are applicable to one’s own actions and conduct.
 
 
 

SECONDARY DUTIES

 
The position of Executive Assistant performs duties specific to the position and other functions as assigned.
 
 
 

SUPERVISORY RESPONSIBILITY

 
The position of Executive Assistant is not responsible for the supervision of any employee(s).
 
 
 

ENVIRONMENT AND PHYSICAL ACTIVITY

 
The incumbent is in a non-confined office-type setting in which he or she is free to move about at will. The position includes driving a Bank or personal owned vehicle approximately 15% of the time which includes exposure to the outside weather elements and moving mechanical parts. It may include some minor annoyances such as noise, odors, drafts, etc. 
 
The incumbent in the course of performing this position spends time writing, typing, speaking, listening, lifting (up to NUMBER pounds), driving, carrying, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), sitting, pulling, walking, standing, squatting, kneeling and reaching.
 
The incumbent for this position may operate any or all of the following: telephone, cellular telephone, personal digital assistant (PDA) and/or Blackberry, copy and fax machines, adding machine (calculator), check protector, scanner and image systems, scanning equipment, encoder, money counter, credit card terminal, typewriter, computer terminal, laptop computer, personal computer and related printers, or other equipment as directed.
 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
 
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.  
 
 
 

MENTAL DEMANDS

 
The incumbent in this position must be able to accommodate to reading documents or instruments, detailed work, problem solving, customer contact, reasoning, math, language, presentations, verbal communication, written communication, stress, training others, multiple concurrent tasks and constant interruptions.
 
 
 

MINIMUM REQUIREMENTS

 
These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position.  The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner.  Individual abilities may result in some deviation from these guidelines.
 
To perform effectively in this position, the incumbent must have a working knowledge of:
 
  • Associate’s degree (AA) or equivalent from a 2-year college or technical school; or five years of related experience and/or training; or the equivalent combination of education and experience. Work related experience should consist of senior secretarial or administrative duties with a financial institution background. Educational experience, through in-house training sessions, formal school or financial industry related curriculum, should be business or financial industry related.
 
  • Advanced secretarial skills to operate automated and standard office equipment.
 
  • Prior work experience demonstrating application of discretionary judgment, poise and tact to represent the Bank in contacts of importance.
 
  • Skills in operating telephone switchboard equipment and a pleasant speaking voice.
 
  • Courteous social skills to welcome visitors in a business environment.
 
  • Intermediate skills in computer terminal and personal computer operation; mainframe computer system; and word processing and spreadsheet software programs.
 
  • Advanced planning, organizing, coordinating and implementation skills with little or no supervision in situations where dramatic changes frequently occur.
 
  • Advanced typing skills to meet production needs of the position.
 
  • Basic math skills to calculate interest and balance accounts, including, but not limited to, the ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.  The incumbent must also possess the ability to compute rate, ratio and percent, including the drafting and interpretation of bar graphs.
 
  • Effective verbal, written and interpersonal communication skills with the ability to apply common sense to carry out instructions, interpret documents, understand procedures, write reports and correspondence, and speak clearly to customers and employees.
 
  • Ability to deal with complex problems involving multiple facets and variables in non-standardized situations.
 
  • Current driver’s license and a vehicle with appropriate insurance coverage if required to drive in the course of performing assigned duties and responsibilities.
 
 
 
Management reserves the right to change this job description at any time according to business needs

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