Wealth Management Administrative Assistant - Albany, New York

Wealth Management Administrative Assistant

Reports to: Vice President & Chief Trust Officer

FLSA Status: Non-Exempt | Supervisory Role: No

Why Join Us?

At Trustco Bank, we’re committed to fostering a supportive and inclusive workplace where our employees can grow their careers. We believe that our people are our greatest asset and consider our employees as family. We value each team member’s contribution and offer a supportive, collaborative work environment. Join Trustco Bank’s esteemed team and play a vital role in shaping our future by attracting the brightest minds. We look forward to welcoming a strategic partner passionate about talent and growth.

We believe that investing in our employees means investing in the future of our company. As a valued team member, you will be eligible for a generous compensation and benefits package that includes: medical, dental and vision insurance, a health savings account with an annual employer contribution, a 401(k)-retirement plan with generous employer match, paid time off plus 11 paid federal holidays, training and professional development programs, tuition reimbursement, reduced fees and rates on certain loan products, and much more!

About The Wealth Management Administrative Assistant Role

The Wealth Management Assistant position provides administrative and secretarial support for the Administrative Vice President of Financial Services & Chief Trust Officer. In addition to typing, filing and scheduling; performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Key Responsibilities

• Assists the Chief Trust Officer with daily tasks for the administration of estates, trusts, investment management and individual retirement account files.
• Assists the Chief Trust Officer with any tax compliance issues.
• Assists the Chief Trust Officer with any departmental administration issues.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing. Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Opens mail for the chief operating officer. Drafts written responses and/or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Answers phones for chief operating officer. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the chief operating officer, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursements, documenting corporate credit card expenses to corporate finance.
  
  

This job description is not exhaustive; duties and responsibilities may change at any time with or without notice.

Qualifications & Experience

Required

• High school diploma or equivalent level of education and experience.
• Effective verbal and written communication skills.
• Well organized with the ability to manage multiple tasks and work to time sensitive deadlines.
• Ability to work well independently and in groups.
• Working knowledge with Microsoft Office Programs; Excel and Word.
  
  

Preferred

• Bachelor’s degree in business related field
  
  

Schedule

Full-time Position

Monday - Friday, 8:30 am – 5:00 pm; flexibility for evenings and weekends as needed.

Travel: Occasional travel to events; valid driver’s license required.

Equal Employment Opportunity Statement

Trustco Bank is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, marital status, genetic information, disability, or protected veteran status. This includes, but is not limited to, the following:

• Hiring, placement, upgrading, transfer, demotion or promotion
• Recruitment, advertising or solicitation for employment
• Treatment during employment
• Rates of pay or other forms of compensation
• Selection for training, including apprenticeship
• Layoff or termination
  
  

It is the policy of Trustco Bank to cooperate to the fullest extent with the applicable regulations of the Civil Rights Act and any legislation on Equal Employment Opportunity.