Executive Administrator

Unity Bank; Clinton (NJ); On-site; USD 60,000 - 90,000; Full time

Job summary

Unity Bank is seeking an experienced administrative professional to support the Senior Management team and Retail Administration. The role involves research, reports, data files, scheduling, and creating spreadsheets and presentations to enable informed decision-making.

You will directly support the CEO, CFO, and CRO, prepare board meeting materials, schedule interviews, maintain the Boardroom, and ensure timely monthly reports and expense tracking.

Qualifications

• Associate's degree or equivalent.
• Three years administrative experience in the banking industry preferred.
• Excellent oral and written communication skills.
• Excellent computer skills in a Microsoft Windows environment including Word and Excel.
• Ability to write reports and business correspondence.

Responsibilities

• Provide administrative support to the Senior Management team and Retail Administration.
• Prepare monthly Board and Committee meeting materials including agendas, reports and minutes.
• Schedule meetings in-person and via Microsoft Teams and arrange interviews for senior management.
• Maintain the Boardroom, order supplies, and ensure cleanliness and bookings.
• Prepare PowerPoint presentations and handouts for executive use; collect and distribute executive reports.
• Administer updates to the Bank's Incentive Plans and assist with travel and expense processing.

Skills

Executive support

Calendar management

PowerPoint

Excel

Communication skills

Team coordination

Travel coordination

Education

Associate's degree or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Microsoft Teams

Boardvantage

Job description

Position Summary

Responsible for providing administrative support for the Senior Management team and Retail Administration. Conduct research, prepare reports, handle information requests, and perform administrative functions such as creating spreadsheets and presentations, preparing correspondence, maintaining information and data files, processing paperwork, scheduling meetings and events, and interacting with people on a regular basis.

Executive Support Functions

• Direct support to the Bank's CEO, CFO, and CRO
• Prepare monthly Board and Committee meeting material including agendas, reports and minutes:
  • Schedule meetings both in-person and via Microsoft Teams.
  • Collaborate with Committee Chairs to finalize meeting agendas.
  • Compile and upload relevant documentation to Boardvantage.
  • Record meeting minutes and manage the approval process.
  • Arrange catering and setup for meeting lunches when required.
• Prepare for Annual Meeting, such as Annual Reorganizational meetings:
  • Prepare and distribute SI-1 and SI-2 forms for completion and record keeping.
• Schedule and arrange interviews and meetings for senior management
• Maintain the Boardroom: ensure cleanliness, manage bookings, and order supplies for the Executive area
• Ensure copy room is in order and has sufficient supplies, order supplies via Village when necessary
• Prepare monthly reports including:
  • Travel and expense
  • Advertising and sponsorships
  • Invoices
• Prepare PowerPoint presentations and handouts for executive use
• Collect, tabulate, and distribute weekly/monthly executive-level reports
• Administer annual updates to the Bank's Incentive Plans, ensuring accuracy and timely completion.

Additional Functions

• Work on projects as assigned.

Job Requirements and Qualifications

• Must have a service orientation and actively looking for ways to help people.
• Must possess a high level of coordination, organization, planning, and prioritization of work, and management of one's own time.
• Must have strict attention to details and thoroughness in the completion of job duties.
• Must use computers for various applications, such as database management and word processing.
• Must develop constructive and cooperative relationships with others.
• Must be willing to take on responsibility and challenges.
• Must be willing to travel to branches and offsite training.

Education and Experience

• Associate's degree or equivalent.
• Three years administrative experience in the banking industry preferred.

Knowledge, Skills, and Abilities

• Knowledge of administrative and clerical procedures, managing data, files, and records, designing forms, and other office procedures.
• Excellent oral and written communication skills.
• Excellent computer skills in a Microsoft Windows environment including proficiency in Word and Excel.
• Effectively present information and respond to inquiries from senior management, colleagues, and the general public.
• Ability to write reports and business correspondence.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to work independently with direct supervision.

Compliance

• It is the responsibility of each bank staff member and of management to adhere to policies and procedures designed to implement compliance with the laws and regulations to which the bank is subject. Each bank staff and management member shall be accountable for understanding how compliance with laws and regulations affects the performance of their day-to-day duties, for completing compliance training as assigned and for carrying out those duties in a manner to achieve compliance with those laws and regulations.

Equal Employment Opportunity

• All qualified applicants will receive consideration for employment without regard to race, color, age, religion, gender, sexual orientation, gender identity, national origin, protected veteran status or disability.

At-Will Employment

• This job description is not an employment agreement or contract, implied or otherwise. Unity Bank maintains "at will" employment.