Executive Adminstrator

Overview

Job Summary: Performs a variety of duties to provide administrative support to the President & CEO. Supports other members of the Executive Leadership Team as needed. Supports Corporate Governance processes.

Responsibilities

Essential Functions

The following is a list of essential functions, which may be subject to change at any time and without advance notice. Management may assign new duties, reassign existing duties, or eliminate a function.

Serve as the Executive Administrator to the President/CEO and other Executive Officers as needed

• Perform calendar & contact management for the President/CEO; Coordinate and arrange on-site and off-site meetings, prepare and compile agendas and meeting materials, evaluate, reserve and prepare facilities, send reminders.
• In collaboration with Marketing, plan and execute specified internal events. Serve as primary contact with Marketing for external event coordination involving President/CEO or other Executives.
• Evaluate and coordinate conference and meeting needs for Executive team, including off-site meetings.
• Track, maintain, and process expense reports for President/CEO and other executives as requested.
• Draft and prepare outgoing mail and correspondence; distribute incoming mail
• Act as initial contact person for both internal and external customers that are requesting to speak with the President/CEO; Identify needs and coordinate with the appropriate personnel in other departments to determine the final resolution.
• Coordinate and arrange monthly Executive Leadership Team meetings, gather, prepare, and distribute meeting materials, and support Corporate Paralegal in implementing follow-up/action plans. Take notes for project or management meetings upon request.
• Track and assist with completion of internal assignments to President/CEO such as training, required IT updates, and human resources tasks.
• Handle confidential correspondence and exercise a high degree of discretion and initiative.
• Develop and implement processes and procedures to continually improve the efficiency and effectiveness of assigned responsibilities.
• Perform routine administrative tasks including filing, photocopying, scanning documents, and ordering supplies.
• Review and approve Executive PTO requests.

Serve as Liaison to Board of Directors

• Under the direction of Corporate Paralegal, ensure all Board, Board Committee, and select Management Committee books are prepared and delivered accurately and timely.
• Under the direction of Corporate Paralegal, coordinate user, Committee, and access updates within Diligent Portal.
• Serve as the centralized contact for the Board of Directors.
• In collaboration with Corporate Paralegal, develop the annual Board and Committee schedule.
• In collaboration with Corporate Paralegal, track Director meeting attendance and submit monthly Director fees.
• Evaluate and coordinate routine and special meeting needs for Board of Directors, including off-site meetings.
• Order and organize Board lunches and dinners, and snacks/lunches for other management.

Support Corporate Governance Processes

• Under direction of Corporate Paralegal, assist with exam and audit requests, including meeting coordination and document gathering.
• Manage corporate governance records, including but not limited to Board meeting minutes.
• Support Corporate Paralegal in managing Board level policies and Board Committee Charters including schedule for review and approvals.
• Draft, review, edit, and/or proof correspondence and other written materials for review by the President/CEO, Executive Management, and Corporate Paralegal.
• Participate in management committee meetings and special project groups as appropriate and/or as directed by Corporate Paralegal.

Compliance

• Comply with applicable bank regulations, such as regulations governing currency transactions, purchase of negotiable instruments, and money laundering (BSA, AML).
• Comply with all applicable regulations and Bank policies regarding employment and employment law.
• Participate in annual compliance and other job-related training.

Relationships and Contacts

Internal: Daily interaction with Executive and Senior Management Team; frequent communication with various Team Members throughout the Bank. Regular interaction with the Board of Directors.

External: Occasional contact with auditors and vendors

Qualifications

Education and Experience

• High School Diploma or equivalent required; Bachelor’s degree in business or related field preferred.
• Minimum 1-2 years’ previous experience as an executive or senior administrative assistant, office manager, or similar responsibilities required.
• Minimum 2-3 years’ experience with Microsoft office applications – primarily Outlook, Word, and Excel required; PowerPoint and Diligent Board Books a plus.
• PA Notary preferred.

 Skills and Competencies

• Forward thinking and strong problem-solving skills; Critical thinking skills, using logic and reasoning to identify the strengths and weakness of alternative solutions, conclusions, or approaches to problems.
• Good organization and time management skills; Ability to multitask while supporting several managers and multiple projects, including enterprise-wide efforts.
• Ability to adapt to changes in the work environment, manage competing demands and deadlines, and deal with frequent change, delays, or unexpected events.
• Ability to work independently and as part of a team, self-motivation, initiative, flexibility, and a positive attitude.
• Ability to learn new techniques, keep accurate records, follow instructions, and comply with company policies.
• Excellent interpersonal Skills; Capacity to work with other employees and the public and present a friendly, positive demeanor.
• Ability to handle confidential matters with professionalism.
• High level of attention to detail and accuracy.
• Strong written and oral communication skills.
• Business writing skills required.
• Ability to work with a diverse group of professionals.
• Deadline-oriented.

Working Conditions

Traditional office environment with ability to work remotely on a hybrid basis subject to departmental needs and manager approval; the office maintains five day a week operations (Monday – Friday) with operational hours of 8:00am – 5:00pm with occasional extended hours as required.

Physical Demands

Penn Community promotes an equal opportunity workplace, which includes reasonable accommodations of otherwise qualified disabled applicants and employees. Please contact Human Resources with questions regarding the physical demands of this position.

• Lifting/carrying up to 10 lbs.
• Manual dexterity for computer work
• Speaking, hearing, and vision are required to perform essential functions
• Ability to drive, with a valid driver’s license, to attend and facilitate offsite meetings as needed

Equal Employment Opportunity

It is the policy of Penn Community to provide equal employment and advancement opportunities to all individuals. For this reason, employment decisions at Penn Community will be based on merit, qualifications, and abilities. Except where required or permitted by law, employment practices will not be influenced or affected by an applicant's or Team Member's race, color, religion, sex, national origin, age, sexual orientation, physical or mental disability, veteran status, or any other characteristic protected by law.