"Alerted.org

Executive Assistant

Reports to: Administration Manager

Salary: NE18 ($43,481 - $65,221)

FLSA Status: Non-Exempt | Supervisory Role: No

Why Join Us?

At Trustco Bank, we’re committed to fostering a supportive and inclusive workplace where our employees can grow their careers. We believe that our people are our greatest asset and consider our employees as family. We value each team member’s contribution and offer a supportive, collaborative work environment. Join us as an integral part of a dynamic team committed to excellence and operational efficiency. We value professionalism, initiative, and a proactive approach to supporting our organization’s goals.

We believe that investing in our employees means investing in the future of our company. As a valued team member, you will be eligible for a generous compensation and benefits package that includes: medical, dental and vision insurance, a health savings account with an annual employer contribution, a 401(k)-retirement plan with generous employer match, paid time off plus 11 paid federal holidays, training and professional development programs, tuition reimbursement, reduced fees and rates on certain loan products, and much more!

About the Executive Assistant Role

As a vital member of our organizational team, the Executive Assistant provides high-level administrative and secretarial support to our executive management team, ensuring seamless daily operations. Under the direct supervision of the Administration Manager, this role combines exceptional organizational skills with strategic communication, supporting a wide range of functions including scheduling, financial documentation, project coordination, and confidential correspondence. The ideal candidate demonstrates professionalism, discretion, and proactive problem-solving abilities, serving as an essential liaison between internal teams, external partners, and high-level stakeholders.

Key Responsibilities

+ Executive Support & Scheduling: Coordinate complex calendars, meetings, travel arrangements, conferences, and departmental activities for executive leadership, ensuring optimal time management and resource allocation.

+ Communication & Correspondence: Draft, proofread, and manage various documents including memos, reports, presentations, and correspondence, maintaining accuracy and clarity. Handle incoming and outgoing communications with professionalism and confidentiality.

+ Document & Data Management: Establish and maintain efficient filing systems, retrieve information promptly, and oversee the organization of trade journals and industry publications.

+ Meeting & Event Coordination: Prepare materials, organize logistics, and facilitate the smooth execution of meetings, workshops, and special events.

+ Financial & Administrative Support: Assist with financial record-keeping, including processing check requests, corporate credit card documentation, and travel reimbursements in collaboration with the market data analyst.

+ Project Management: Act as project lead for special initiatives, including organizing presentations, coordinating mailings, and designing marketing collateral such as brochures.

+ Office Operations: Manage incoming mail, coordinate supplies, and ensure the smooth functioning of administrative processes.

+ Client & Stakeholder Relations: Serve as a courteous, professional point of contact for external callers and visitors, including senior executives and high-level officials, handling sensitive and confidential information with discretion.

+ Additional Duties: Perform other responsibilities as assigned by the supervisor or Trustco Bank’s Board of Directors, including ad-hoc projects and process improvements.

_This job description is not exhaustive; duties and responsibilities may change at any time with or without notice._

Qualifications

Required

+ High school diploma or equivalent; additional experience

+ Excellent verbal and written communication skills

+ Fluent in English; bilingual a plus

+ Access to reliable transportation

+ Strong organizational abilities with multitasking proficiency

+ Demonstrated ability to work independently and collaboratively

+ Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)

Preferred

+ Bachelor’s degree in Business or related field

+ Prior experience supporting executive leadership in a corporate environment

Schedule

Full-time position: Monday – Friday, 8:30 AM – 5:00 PM

Physical Demands:

Primarily sedentary; includes use of standard office equipment.

Equal Employment Opportunity Statement:

Trustco Bank is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, marital status, genetic information, disability, or protected veteran status. This includes, but is not limited to, the following:

• Hiring, placement, upgrading, transfer, demotion or promotion

• Recruitment, advertising or solicitation for employment

• Treatment during employment

• Rates of pay or other forms of compensation

• Selection for training, including apprenticeship

• Layoff or termination

It is the policy of Trustco Bank to cooperate to the fullest extent with the applicable regulations of the Civil Rights Act and any legislation on Equal Employment Opportunity.