Executive Assistant

COMPENSATION:

Salary range is commensurate with experience, credentials or expertise.

SUMMARY

We are seeking a highly organized and experienced Executive Assistant to support the President & CEO of our community bank in Maywood, NJ. This role provides comprehensive administrative support to the CEO and Executive Vice Presidents, manages sensitive shareholder communications, and coordinates essential Board and Committee functions. The ideal candidate is proactive, detail-oriented, and thrives in a dynamic, high responsibility environment.

ESSENTIAL FUNCTIONS

Administrative Support

· Manage and maintain the CEO’s calendar, appointments, and meeting schedules.

· Prepare and edit memo, letters, presentations and other documents.

· Open, sort and distribute incoming mail for the President & CEO.

Executive & Departmental Support

· Assist Executive Vice Presidents (Compliance, Lending, Operations, CFO and HR) as needed.

· Coordinate meeting logistics and maintain Boardroom calendar.

· Order and maintain supplies for the Executive Department, Lunchroom, and Boardroom.

Board & Committee Support

· Arrange and coordinate Board meetings and events.

· Prepare Board and Committee agendas in collaboration with executive leadership.

· Transcribe, prepare, and distribute minutes for Board, Annual, and Reorganization meetings.

· Maintain and archive minutes of Board and Committee meetings.

· Manage and update the Committees portal for ongoing access and documentation.

Shareholder & Corporate Communications

· Coordinate documentation and mailings for the Annual Meeting of Shareholders.

· Communicate with shareholders and brokers regarding stock ownership and transfers.

· Coordinate stock re-registrations, transfers, and prepare stock certificates when needed.

Operations

· Support policy maintenance and updates.

· Process department invoices and route for approval.

OTHER DUTIES

This job is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

REQUIRED EDUCATION AND EXPERIENCE

· High school diploma or equivalent.

· 5+ years of executive assistant experience, preferably in the banking or financial services industry.

· Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook).

· Strong written and verbal communication skills.

· High degree of professionalism, confidentiality, and discretion.

· Experience working with Boards, shareholders, or committees.

PREFERRED EDUCATION AND EXPERIENCE

· Associate’s or Bachelor’s degree in Business Administration, Communications, Finance or a related field.

· Experience working with Boards, shareholders, or committees.

Job Type: Full-time

Pay: $67,000.00 - $77,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you proficient in documenting meeting minutes?

Experience:

• Executive administrative support: 5 years (Required)

Work Location: In person