Executive Administrative Assistant

OceanFirst Bank; Red Bank (NJ); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

On-site fitness facility at Red Bank/T

Employee perks & discount programs

Tuition assistance

Incentive compensation program

Professional development opportunities

Job summary

OceanFirst Bank is seeking an Executive Administrative Assistant to provide high-level support to Senior Management, including calendar management, correspondence, conference planning, and travel arrangements. This role requires precision, discretion, and strong organizational skills.

You will prepare reports, manage multiple Executives' calendars, coordinate meetings and events, and interact with internal and external stakeholders.

Qualifications

• Strong attention to detail and follow-up skills to keep Executives on track.
• 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.

Responsibilities

• 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 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.

Skills

Attention to detail

Communication skills

Organizational skills

Teamwork

Professionalism

Discretion with confidential info

Tools

Excel

Word

PowerPoint

Internet navigation

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.