Senior Administrative Assistant

Capital First Trust Company; Milwaukee (WI); On-site; USD 52,000 - 65,000; Full time

Job summary

Capital First Trust Company is seeking a Senior Administrative Assistant to support the President and a team of executive staff. The role requires high accuracy, professionalism, and strong confidentiality.

Responsibilities include calendar management, travel arrangements, drafting communications, meeting prep, board meeting support, and document handling. Excellent written and verbal communication, and attention to detail are essential.

Qualifications

• Requires high school diploma or GED and 3+ years as Administrative Assistant.
• Experience in financial services helpful but not required.
• Strong organizational and communication skills essential.
• Ability to multi-task, prioritize, and work independently.
• Confidentiality and professional appearance required.

Responsibilities

• Manage executives' calendars and schedule meetings.
• Coordinate travel and accommodations.
• Draft letters, memos, emails, and presentations; compile information.
• Prepare agendas, data, and follow-up for meetings; handle board meetings and minutes.
• Prepare policy and procedure documents and organization of policy manuals.
• Produce monthly reports and other documents.
• Screen mail and phone calls to enable timely resolutions.
• Process invoices and expenses for executives.
• Research, prioritize, and follow up on matters promptly.
• Assume additional duties as assigned by management.

Skills

Calendar management

Executive support

Written and verbal communication

Confidentiality

Time management

Multi-tasking

Attention to detail

Team collaboration

Education

High school diploma or GED

Tools

Microsoft Word

Office Suite

CRM system

Trust accounting software

Job description

Senior Administrative Assistant

This position reports to the President and is responsible supporting a team of professional executive staff members. They will provide a high level of accuracy, professionalism, and organization. This position requires strong written and verbal communication skills, the ability to complete work within deadlines, and a high level of confidentiality.

ROLE RESPONSIBILITIES

• Manage executives' calendars and set up meetings
• Make travel and accommodation arrangements
• Format information for internal and external communication – drafting letters, memos, emails, presentations and documents; collecting and analyzing information and initiating communications
• Arrange meetings including agendas, room preparation, assembling and distributing data and information and meeting follow up, including travel arrangements if necessary.
• Assists with the preparation of quarterly board meetings, maintains board files, attends board committee meetings as requested, and prepares draft minutes.
• Type and proofread policy & procedure documents. Assist in the organization of the company policy manual.
• Prepare various documents and monthly reports.
• Screens and handles routine incoming mail and phone calls to facilitate timely resolution.
• Processes invoices and submits expenses for executive(s).
• Researches, prioritizes, and follows up on matters in a timely manner.
• Other duties and projects, as assigned by management.

COMPETENCIES

Communication Skills

• Demonstrated ability to effectively interact with senior executives as well as diverse groups of people from inside and outside the company.
• Use professional verbal, written and interpersonal communication skills.
• Communicate effectively and interact professionally with others, including other associates and third parties.
• Follow company policies for electronic communications and internet use.

Computer/Technical/Subject Matter Expertise

• Basic Understanding of Trust Accounting Software and Customer Relationship Management system.
• Display proficiency using standard office equipment such as computer, fax, photocopier, scanner and telephone.
• Proficiency using Office Suite of applications. Advanced proficiency in Microsoft Word.
• Able to understand and follow company policies regarding information security including password, multi-factor authentication, and remote access use.

Organization

• Good time-management skills.
• Balance competing priorities to manage workflow, ensure completion of essential projects and meet critical deadlines.
• Strong analytical skills with high attention to detail and accuracy.

Judgment

• Maintains confidentiality of customer data and sensitive information.
• Understands Company's overall strategy and guiding principals

• Work proactively to quickly identify and escalating issues and concerns.
• Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively support group goals.
• Able to identify common attempts at information security scams, like email phishing.

ROLE QUALIFICATIONS

• High school diploma or GED equivalent.
• Minimum of 3 years' experience as an Administrative Assistant. Experience in financial services is helpful but not required.
• Ability to multi-task, establish priorities and work independently.
• Excellent organizational and communication skills.
• Attention to detail and accuracy.
• Courteous and positive attitude.
• Strong sense of confidentiality and ability to exercise sound judgment.
• Strong working knowledge of technology and Microsoft Office Suite.
• Advanced proficiency in Microsoft Word
• Strong word-processing, organizational and communication skills.
• Professional appearance.