Administrative Assistant to the President

Administrative Assistant to the President

Corporate Office, 342 Broadway, Somerville, MA 02145

Position Summary:

This position performs a wide variety of highly confidential functions for senior officers of the Bank, the Board and various committees.

Salary Range:

This position offers an annual salary range of $74,500. - $118,000. This is a good faith estimate at the time of posting. Final compensation will be based on the candidate’s qualifications, experience, education, alignment with the roles responsibilities, and that the range is not an offer or guarantee. In accordance with Massachusetts Pay Transparency Law, we are committed to fair, equitable and transparent compensation practices.

The Primary Responsibilities of this position include but are not limited to the following duties.

Primary Responsibilities:

• Manages the office area of the CEO, serving as administrator and secretary and provides advanced secretarial and administrative support for the President/CEO. Assignments involve work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy.
• Coordinates preparations for monthly, quarterly and annual Board and Committee meetings, including, collection of data for reports, production of and distribution of materials for Board members prior to the meeting.
• Takes minutes at official Board of Directors and other various Committee meetings. Formats, types and enters the minutes of meetings. Acts as official custodian of minutes.
• Produces reports, correspondence, and minutes of various meetings. Prepares reports, applications and correspondence in conjunction with Executive Officers on various banking related issues. Maintains files on correspondence and other records.
• Works as site Administrator regarding the Director Access website. Ensures that all Board and Committee agenda items are uploaded to the website in a timely manner.
• Gives information to callers, takes dictation, composes and types correspondence, reads and routes incoming mail, and performs other administrative and clerical duties. Receives and relays information from callers to the President. Screens telephone calls and responds within scope of expertise.
• Composes and directs written communication to various people, both outside and within the bank. Processes letters of technical matter and confidential in nature.
• Responsible for the physical flow of electronic documents within the executive department, including, when required, filing, handling and dispersing of incoming and outgoing mail.
• Assist the President/CEO regarding administrative, clerical and execution of duties pertaining to the Internal Audit Program.
• Assist the President/CEO in various matters regarding administrative, clerical and execution of duties pertaining to marketing and advertising strategies.
• Keeps records of charitable contributions, contributions to civic projects, and dues to business, professional and civic organizations. Assists the President with Community Activities and keeps records of charitable contributions to various civic projects.
• Arranges and schedules appointments and meetings as requested by persons/customers within and outside the bank. Acts as liaison between the President/CEO and Bank staff.
• Schedules all travel arrangements for President/CEO and may schedule travel arrangements for other Senior VPs.

Other Responsibilities Include:

• Prepares and arranges facilities in preparation for meetings and conferences.
• May include pick up and distribution of mail as required.
• May assist various Leadership Committees on an as needed basis by preparing the agendas and supporting documents.

Education & Experience:

• High school diploma plus one to two years in a secretarial position
• Proven skills in word processing, Microsoft Excel, strong organizational skills and attention to detail
• Excellent communication skills required to work with internal and external staff and customers
• Ability to utilize various types of office equipment

Physical/Work Conditions:

In the performance of respective tasks and duties, the employee is expected to successfully perform the essential functions of the position. Reasonable employee accommodations for physical or mental disabilities will be considered on a case-by-case basis. While performing duties the employee is required to sit, bend, walk, talk, hear, pull, push, lift up to 20 lbs., and may be required to work evenings and/or weekends, attend remote meetings and/or to travel.

Company Conformance:

In the performance of respective tasks and duties, the employee is expected to successfully perform quality work within deadlines with or without supervision, interact professionally with other employees, customers and vendors (if applicable); work independently and as a team while understanding the necessity for communicating and coordinating work efforts with other employees and organizations and act in the Bank’s best interests.

Bank Secrecy Act:

In the performance of respective tasks and duties, the employee is expected to maintain knowledge of and ensure compliance with Bank Secrecy Act regulations and all other regulatory, security and bank policies and procedures.

Privacy:

All personal and financial customer information will be maintained in compliance with laws and regulations designed to secure that privacy. It is expected that all bank employees will comply with the policies and procedures the bank has in place or face discipline up to and including termination of employment.

Employment:

This job description is not a contract for employment. The tasks stated are the general and ordinary duties of the position and may be subject to change at any time due to business needs, staffing issues, banking requirements, reasonable accommodation or other reasons. From time to time other duties, both related and unrelated to your job description, may be assigned and, therefore, required and nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Interested candidates should forward their resume to:

Winter Hill Bank

342 Broadway

Somerville, MA 02145

Attention: Christina O’Kane

Fax number (617) 741-3525

or

E-Mail: csokane@winterhillbank.com

Equal Opportunity Employer/Veterans/Disabled

Job Type: Full-time

Pay: $74,500.00 - $118,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person