Job Summary

The Administrative Assistant provides essential administrative, client service, and operational support to the Managing Director, Investment and Trust Officers. This role helps ensure a high-quality client experience, accurate documentation, timely workflow management, and adherence to fiduciary, privacy, and internal controls. The ideal candidate is highly organized, detail-oriented, and comfortable working with confidential and personal information in a fast-paced environment.  

Essential Functions/Duties

• Provide day-to-day administrative support to Managing Director, Investment and Trust Officers.  
• Prepare meeting materials, including agendas, investment reviews, trust documentation, and presentation material.  
• Serve as a professional point of contact for clients, beneficiaries, attorneys, accountants, and external partners.  
• Support scheduling and preparation of annual or periodic trust and investment meetings.  
• Maintain accurate client contact information and relationship records in departmental systems.
• Maintain systems and calendars for recurring reviews, administrative deadlines, tax related notices, insurance documentation, and other fiduciary follow-up items.  
• Compile information for investment reviews, account summaries, committee materials, and officer reporting.  
• Coordinate with trust operations, compliance, legal, and tax to resolve administrative requests.  
• Assist with documentation for audits, compliance reviews, account-file maintenance and internal reporting. 

Ancillary Duties

Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or re-designed depending upon individual circumstances and branch market needs.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the essential job functions of this position, the employee is regularly required to sit, stand, talk, hear, walk, use hands and fingers, handle or feel objects, and reach with hands and arms. At times required to stoop, kneel, bend, crouch, and lift up to 50 pounds. This position requires regular use of a computer and regular travel between assigned branch locations and into the community for meetings, events, and initiatives.

Education/Training: High school diploma or equivalent; associate or bachelor’s degree preferred.  

Skill(s): Must demonstrate strong communication skills; proficient interpersonal relations skills; moderate composition skills; proficient PC skills; knowledge of Microsoft office tools; a working knowledge of bank products and services, along with the operational policies and procedures that impact these products.

Experience: Three (3) or more years of administrative, executive-assistant, banking, wealth management, legal, or financial services experience.