Executive Administrative Assistant

OceanFirst Financial Corp.; Red Bank, Northern (NJ, KY); Hybrid; USD 55,000 - 80,000; Full time

Benefits offered by this job

On-site gym

Tuition assistance

Discount programs

Incentive compensation

Professional development

Job summary

OceanFirst Bank is seeking an Executive Administrative Assistant to provide high-level support to Senior Management, including calendar management, correspondence, and travel planning. The role requires strong skills in Excel, Word and PowerPoint, with professional communication and discretion.

Banking or legal exposure is a plus. This on-site role is based in Red Bank, NJ, with great benefits and opportunities for professional development.

Qualifications

• Strong attention to detail and professional communication.
• Proficient in Excel, Word, PowerPoint and online research.
• Experience supporting C-suite executives is preferred, banking or legal exposure a plus.

Responsibilities

• Handles correspondence, manages calendars and appointments for senior management.
• Arranges conferences, conference calls, travel and related logistics.
• Prepares reports, documents and presentations as directed by executives.
• Screens calls, routes messages, and maintains reference materials.
• Greet visitors and coordinate meetings with internal and external stakeholders.

Skills

Excel

Word

PowerPoint

Internet navigation

Education

High School diploma or equivalent

Job description

At OceanFirst Bank, each one of our employees plays an important role in fulfilling the mission and taking responsibility to execute daily tasks in alignment with our core values. Together we foster an environment of respect, professionalism and diversity that makes OceanFirst a great place to work and do business.

Great benefits include: on-site fitness facility at Red Bank and Toms River headquarter offices, employee perks & discount programs, tuition assistance, incentive compensation program, professional development opportunities, and more!

ABOUT YOUR ROLE

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

WHAT YOU WILL DO

• Performs executive administrative duties with a high degree of accuracy and proficiency, as required by members of Senior Management.
• Creates, prepares, and distributes 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.
• Interfaces directly with other senior executives and their support teams.
• Coordinates internal and external meetings with team members, taking into account their respective agendas.
• Ability to create and modify presentations, spreadsheets, and other various documents.
• Screens and routes incoming telephone calls to assigned executives. Accurately records messages and respond to customer inquiries.
• Coordinates office services, housekeeping, and record controls as directed by the Executive.
• Greets and directs visitors to appropriate Officer.
• Ensures timely distribution and handling of mail as directed by the Executive.
• Maintains files and update revisions to reference manuals and other such documents as directed by the Executive.
• Performs other administrative duties as requested.

WHAT WE EXPECT OF YOU

• 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 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 Executive Administrative Manager 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.

Requirements

YOUR 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.
• INTERNAL AND EXTERNAL CONTACTS
• Internal contacts are employees at all levels, department managers, senior management and Board of Directors.
• 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.

Equal opportunity employer, protected veterans/disabled.