Executive Assistant - Glenville, NY

Trustco Bank•Schenectady, NY

34d

About The Position

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.

Requirements

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)

Nice To Haves

Bachelor's degree in Business or related field
Prior experience supporting executive leadership in a corporate environment

Responsibilities

Coordinate complex calendars, meetings, travel arrangements, conferences, and departmental activities for executive leadership, ensuring optimal time management and resource allocation.
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.
Establish and maintain efficient filing systems, retrieve information promptly, and oversee the organization of trade journals and industry publications.
Prepare materials, organize logistics, and facilitate the smooth execution of meetings, workshops, and special events.
Assist with financial record-keeping, including processing check requests, corporate credit card documentation, and travel reimbursements in collaboration with the market data analyst.
Act as project lead for special initiatives, including organizing presentations, coordinating mailings, and designing marketing collateral such as brochures.
Manage incoming mail, coordinate supplies, and ensure the smooth functioning of administrative processes.
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.
Perform other responsibilities as assigned by the supervisor or Trustco Bank's Board of Directors, including ad-hoc projects and process improvements.