Overview
Administrative Coordinator Jobs in Poughkeepsie, NY at Rhinebeck Bank
The Executive Assistant provides administrative support to the Chief Executive Officer and other high level executives within the banking institution. Serves as Back Up to the Board Liaison to conduct and take minutes at monthly board meetings. This position is responsible for supporting the CEO, the executive team and the Board of Directors in a timely and professional manner. Primary duties include: arranging bank and board events, planning and executing logistical details for onsite and offsite meetings, as well as the management of general administrative operations in the executive office. The Executive Assistant also handles and facilitates various business processes and projects on behalf of the CEO, Board of Directors, and the executive team. This role requires a high degree of organizational skills, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant acts as the primary point of contact between executives, clients, and internal staff, ensuring smooth communication and coordination of tasks.
STATEMENT OF EXPECTATIONS
Chickasaw Community Bank (CCB) expects all employees to comply with the responsibilities of their assigned position to the highest degree of performance. Expectations include but are not limited to:
Adhere to the banks policies and support management decisions and goals in a positive, professional manner
Represent CCB with a high level of integrity and professionalism
Maintain knowledge and understanding of banking rules, regulations, laws, and all policies and procedures
Knowledge of applicable bank software, programs, and procedures
Demonstrate a willingness to adapt to changing business needs and deadlines
Possess a work ethic that includes neatness and punctuality
Exhibit a professional, business-like appearance, and demeanor
Answer all voicemails and emails within 24 hours of receipt
Confer with management concerning questions, procedures, necessary information, forms completion, and problem resolutions
Complete and attend all required CCB training
Maintain satisfactory attendance
ESSENTIAL FUNCTIONS
Administrative Support:
Manage executives’ calendars, including scheduling meetings, appointments, and travel arrangements.
Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-ups.
Prepare correspondence, reports, presentations, and other documents as requested by executives.
Maintain accurate records, files, and databases, both electronic and hard copy.
Communication and Liaison:
Serve as the primary point of contact for internal and external stakeholders, including clients, investors, and regulatory agencies.
Facilitate communication between executives and various departments within the organization, ensuring alignment on goals and objectives.
Draft and distribute internal communications, memos, and announcements on behalf of executives.
Project Coordination:
Assist in the planning, coordination, and execution of special projects, initiatives, and events as directed by executives.
Conduct research, gather data, and compile reports to support decision-making processes.
Monitor project timelines and milestones, providing regular updates to executives and stakeholders.
Confidentiality and Discretion:
Handle sensitive information with the utmost confidentiality and discretion.
Maintain a high level of professionalism and integrity in all interactions and communications.
Adhere to company policies and procedures related to data security and privacy.
Team Support:
Collaborate with other administrative staff members to ensure efficient office operations.
Provide backup support to other executives’ assistants as needed.
Foster a positive and supportive work environment, contributing to a culture of teamwork and collaboration.
ADDITIONAL RESPONSIBILITIES
Run errands, picks up and sets up lunches, and helps with other housekeeping items that best support the CEO and executive team.
Perform other tasks requested as they relate to the Bank and its functions
ENVIRONMENT AND INTERACTION
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Some travel may be expected for this position.
PHYSICAL ACTIVITIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS
PHYSICAL REQUIREMENTS:
This work is sedentary and requires the following physical activities:
Sitting for long periods of time; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking, hearing, and visual acuity.
Frequent lifting (up to 10 pounds of paper supplies or minor office equipment).
WORKING CONDITIONS:
Normal office environment.
NOTE: The above statements are intended to describe the general nature and level of work performed by an employee in this position. These statements are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees in this position.
PROFICIENCIES
Good written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person and over the phone
Effective interpersonal skills with the ability to work with individuals and groups at all organization levels; ability to work independently and as part of a team
Skill in establishing and maintaining effective working relationships with stakeholders, including staff, board members and community partners
Must possess tact and have the integrity to maintain highly confidential information at all times
Computer proficiency required including Excel and Outlook as well as the ability to learn and navigate computer systems and websites necessary to complete job description and other duties as assigned
Self-motivated with the ability to take initiative and prioritize tasks; good time management, planning, organizational, problem prevention and problem-solving skills
Ability to handle multiple tasks at the same time
Ability to work efficiently and maintain a professional, positive demeanor in high pressure situations and demonstrate a high level of flexibility in a rapidly changing environment
High level of accuracy and attention to detail
Ability to conduct research and prepare presentations or reports as assigned
Ability to study and apply new information
Able to deliver effective results, meet deadlines and targets
Proficient proofreading and editing skills
EDUCATION AND EXPERIENCE
High school diploma or equivalent required
Bachelors Degree preferred, with a focus on business administration, finance, or related field.
Proven experience as executive secretary or similar administrative role
Previous experience with taking minutes of meetings and translating them into board documents is preferred
Title: Administrative Coordinator
Company: Rhinebeck Bank
Location: Poughkeepsie, NY
