Executive Administrative Assistant

Bankesb - Easthampton, MA

Full-time - Senior

Easthampton, MA

About the position

The Executive Administrative Assistant to the CEO and EVP, Chief Administrator Officer at bankESB plays a crucial role in providing high-level administrative support in a fast-paced environment. This position requires a high degree of confidentiality, flexibility, and adaptability, as it involves managing complex administrative tasks, coordinating meetings, and maintaining corporate governance documents. The assistant is expected to convey professionalism in all interactions and support the executive team in achieving organizational goals.

Responsibilities

• Coordinating Board, Committee, and Annual meetings with venue coordination support.
• Preparing, collecting, uploading, and distributing all monthly Board and Committee materials to the Board Portal.
• Attending all Board and Committee meetings to record official meeting minutes.
• Coordinating audio/visual equipment and virtual meeting setups for remote meetings.
• Preparing agendas, schedules, and gathering information for meetings and projects.
• Maintaining meeting attendance records and arranging payment of Board and Committee fees.
• Maintaining corporate calendar and other calendars for meetings and events.
• Maintaining approved bylaws and governance documents post meetings.
• Supporting internal and external audits and regulatory exams by providing requested materials.
• Acting as administrator for BoardEffect, the Bank's Board portal.
• Composing and preparing Bank-wide communications and general correspondence.
• Assisting in the coordination of social events when necessary.

Requirements

• Bachelor's degree or related experience.
• Minimum of five years executive assistant or related experience, preferably in banking.
• Ability to maintain a high degree of confidentiality.
• Exceptional oral and written communication skills, including business writing.
• High attention to detail and accuracy.
• Ability to multi-task and prioritize workload effectively.
• Strong organizational and problem-solving skills.
• Proven ability to communicate effectively with Board members and external contacts.
• Ability to exercise sound judgment and demonstrate discretion in confidential matters.
• Proficiency in Microsoft Excel, Word, Outlook, PowerPoint, and Acrobat.