The Administrative Assistant provides comprehensive administrative and secretarial support to the VP-Executive Assistant to the CEO, and to the CEO in a backup capacity, as well as to senior management executives as needed. Due to the nature of the role, this position regularly interacts with high level internal and external contacts and handles sensitive and confidential information, requiring a high degree of professionalism, tact, diplomacy, discretion, and sound judgment. The Administrative Assistant performs a wide range of clerical, secretarial, and administrative duties, some of which are complex and confidential in nature, in support of the VP-Executive Assistant to the CEO. This position requires that the individual work in office.

Ensures compliance within all Bank policies and procedures, as well as all applicable state and federal banking regulations.

Essential Duties and Responsibilities:

• Provides administrative support including screening and routing mail and phone calls, and preparing routine correspondence
• Supports the VP-Executive Assistant to the CEO with coordinating logistics for executive meetings, board-related activities, on-site and off site events as directed
• Assists with organizing board, committee, or executive files and archival records
• Handles highly confidential and sensitive information with strict discretion and professionalism
• Supports department workflow by tracking documents, approvals, and deadlines
• Makes copies of correspondence or other printed materials as needed, including board and committee packages
• Organizes and maintains file system and files correspondence and other records
• Assists with research and organization of special projects
• Orders and maintains office and kitchen supplies to ensure the workplace is adequately stocked at all times
• Serve as the first point of contact by welcoming stakeholders, board members, senior management, and vendors in a professional and courteous manner
• Minimum of 10 hours CRA volunteer hours per year. Volunteer hours are typically scheduled within business hours. This is compensable time and mileage is reimbursed
• Other duties as assigned

Supervisory Responsibility: None

Qualifications:

• Minimum 2 years of experience providing administrative support is required
• Requires ability to maintain confidentiality and handle sensitive information with discretion 
• Requires excellent organizational skills, attention to detail and ability to multi-task
• Requires experience in screening mail and telephone calls, drafting high-level correspondence and handling other administrative related functions
• Must be proficient using MS Office

Physical/Mental Demands & Work Environment:

The incumbent in the course of performing this position frequently spends time writing, typing, speaking, listening, operating basic business equipment, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), sitting, walking, standing, reading documents or instruments, detailed work, problem solving, client contact, reasoning, math, language, presentations, verbal and written communication, analytical reasoning, stress, multiple concurrent tasks, and frequent interruptions. The incumbent for this position will occasionally lift up to 15 pounds, pull, squat, kneel and reach. The incumbent is in a non-confined office-type setting in which they are free to move about at will. The work environment is typically quiet to a moderate noise level.

Occasional local travel is required during standard business hours, as needed.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Management reserves the right to change this position description at any time.

See qualifications above.

Poppy Bank provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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