Administrative Assistant

Position Description

Title:                           Administrative Assistant

Department:              Commercial Loan Support

Reports to:                VP, Commercial Loan Manager

Supervises:                 None

Classification:            Non-Exempt

Date Prepared:          June 26, 2026

Summary / Objective

The Administrative Assistant is responsible for providing administrative and operational support to the VP, Commercial Loan Manager, Commercial Loan Assistant(s), Commercial Loan Associate(s), and Loan Officer(s) in support of their respective roles and responsibilities. The Administrative Assistant will perform other tasks/projects as requested and assist other teams as needed. This incumbent will be responsible for greeting customers and managing the reception area.

Experience & Education Requirements:

• 2 – 4 years of administrative or office support experience, ideally in financial services, banking, or a professional services environment.
• Prior experience supporting loan officers, relationship managers or financial professionals is a plus
• Bachelor’s Degree in related discipline or a combination of education and experience
• Knowledge of office management systems and procedures
• Proven organizational, communication, follow through and computer skills
• Proficient in MS Office and proven administrative experience

Essential Job Functions:

• Manage reception area and assist visitors in a professional manner. Respond to inquiries from internal and external customers.  
• High attention to detail with the ability to manage multiple priorities in a deadline driven environment
• Coordinate the construction advance process ensuring it follows the loan policy.
• Responsible to add necessary documentation to the construction advance application in accordance with procedures,
• Prepare weekly, monthly and ad hoc department reports as needed.
• Arrange meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
• Draft, proofread and distribute correspondence
• Maintain stock lists and orders office supplies as needed
• File credit and legal documentation into imaging system
• Interact with commercial loan staff and carry out their requests
• Create agendas and take meeting notes
• Assist in purchase orders and invoicing, including weekly accounts payable
• Manage incoming and outgoing post and records data on special deliveries
• Photocopy and file appropriate documents as needed
• Prepare, review, analyze and distribute various internal reports
• Process loan payments, advances and general ledger entries
• Prepare and maintain department statistics using Excel
• Participate in departmental training and keep informed of Bank policy and procedure changes

Required knowledge, skills & abilities:

• Excellent interpersonal, communication and computer skills including MS Word and Excel
• Customer centric mind set with every task and interaction
• Attention to detail, ability to multi-task and proven organizational skills
• Demonstrated ability to manage priorities while maintaining accuracy, meeting deadlines and providing excellent customer service
• Ability to apply critical thinking and problem-solving skills
• Adapt to changing demands and requirements
• Communicate effectively via phone and email, as well as in person
• Compliance with all banking regulations as appropriate to the position

Physical Demands and Work Environment:

• Ability to use standard equipment such as computers, phones, and photocopiers
• Requires manual dexterity and sitting for longer periods of time
• Must be able to work schedules that meet the needs of the Bank

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is expected that from time-to-time other duties, both related and unrelated to the above, may be assigned and therefore required.

Salary : $46,965 - $71,404