Executive Secretary (75425)

Main Street Bank•Marlborough, MA

20h•$67,000 - $80,000•Hybrid

About The Position

The Executive Administrative Assistant is a highly visible position that provides high-level, confidential administrative support to the Chief Executive Officer (CEO) of the bank, as well as the Executive Leadership Team and Board of Directors. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage complex tasks in a fast-paced, dynamic environment. The ideal candidate will demonstrate sound judgment, proactive problem solving, and the ability to interact effectively with senior executives and external stakeholders. Improving efficiencies by handling day-to-day tasks and prioritizing the most important communications or tasks to support seamless workflows for those they support. After successful completion of training and proven abilities, this position is eligible for a hybrid work arrangement with availability expected during core business hours and agreed upon number of days per-week/month on site.

Requirements

Associates/Bachelors degree in business or related field and a minimum of 5-7 years of administrative support to an executive; and/or combination of education and experience required.
Familiarity with business laws and regulations
Understanding of the flow of the business and the timing of board operations
Intermediate to advanced level of proficiency in Microsoft 365 Suite products including, but not limited to Excel, Word, Outlook, Power Point, Teams, and Sharepoint.
Experience with project management to manage project initiatives from conception through execution
Ability to prioritize projects while managing multiple deadlines in a fast‑paced, deadline‑driven setting
Ability to maintain confidentiality; with tact and diplomacy.
Solid understanding and application of administration activities with an understanding of office procedures and ability to operate standard office equipment.
Means and mode to travel to any of Main Street Bank’s locations and or meeting sites as needed on a regular basis.
May require occasional work outside of normal business hours depending on executive and business needs.
Excellent communication skills – Demonstrates polished, professional communication skills across written, verbal, and video formats, consistently maintaining a positive demeanor and appearance.
Effectively interacts with customers, colleagues, and the public, adapting to individual preferences and communication styles while displaying strong interpersonal skills, ethics, and cultural awareness with a service‑oriented mindset.
Shows flexibility in responding to operational rhythms and upholds high standards of professionalism in all interactions.
Demonstrates keen attention to detail, strong organizational skills, and exceptional problem-solving abilities, effectively managing multiple tasks and resolving challenges even in high-pressure situations.
Demonstrates the ability to work independently by proactively anticipating needs, while remaining composed under pressure and effectively adapting to shifting priorities.

Nice To Haves

Experience in the banking or financial services industry is preferred.
Familiarity with CRM systems and other productivity tools.

Responsibilities

Provide comprehensive administrative and executive support to the CEO, President, Executive, and Senior Leadership teams, including managing calendars, scheduling meetings, coordinating travel, and organizing company-wide events and off-site activities.
Prepare, edit, and assemble materials, presentations, correspondence, reports, and confidential documents to ensure executives are well-informed and equipped for all engagements.
Serve as the primary point of contact for employees, department heads, Board and Committee members, vendors, and the public, responding to information requests with professionalism and a customer-centric approach.
Screen, prioritize, and direct incoming communications on behalf of executives, ensuring timely and appropriate handling.
Act as liaison between the CEO, senior management, board members, and other key stakeholders to facilitate effective communication and support executive decision-making, including conducting research and compiling briefing materials.
Manage and maintain organized digital and physical filing systems for easy retrieval of executive and board documents, and ensure required corporate documents are filed with appropriate government agencies.
Coordinate and support governance-related disclosures, including the proxy statement and elements of the annual report.
Process and manage expense reports, invoices, and basic budget tracking for executives, while supporting project coordination to meet deadlines and compliance requirements within the financial services industry.
Prepares and manages agendas, reports, and meeting materials for all Board of Directors and Executive Committee meetings, ensuring timely distribution and compliance with internal protocols.
Coordinates all aspects of board and committee meetings—including scheduling, logistics, and organizing meals—while recording accurate minutes, tracking attendance, verifying quorum, and monitoring action items for follow-up.
Maintains official corporate records such as board minutes, resolutions, and proxies, ensuring accuracy, confidentiality, legal compliance, and accessibility, and serves as the custodian of these documents.
Supports lawful governance processes by reviewing board books for regulatory and compliance requirements, ensuring key issues are addressed, and that all documentation meets disclosure standards.
Liaises directly with Board and Committee Chairs and senior executives to facilitate seamless communication and execution of board-related activities, including onboarding new members and providing ongoing administrative support.
Acts as the administrator for third-party corporate governance service providers, such as board portal vendors and director education resources, to ensure efficient support for board operations.
Point person to assist internal, external, and regulatory auditors with the collection of requested materials as assigned with their respective engagements.
Effectively use tools and systems to be able to self-manage, organize, and complete work independently, proactively recognizing potential obstacles resolving them before they become an issue, managing to deadlines, creating action plans when not on track, enabling job functions to happen with minimal oversite and meeting conditions of satisfaction.
Promotes and enhances the corporate culture and fosters the development and implementation of organizational vision, policies, and guidelines.
Readily volunteer and accept assignments to special tasks established to address specific issues and opportunities.
Use discretion in dealing with large amounts of sensitive, confidential information, while adhering to all Bank policies and procedures, consistently demonstrating our core values and service standards.
Regular and consistent attendance is required to continue the high standard of customer service.
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 adheres to compliance procedures and internal/operational risk controls in accordance with all applicable regulatory standards, requirements and policies as well as attending all required training sessions and completing all required on-line training courses.
Other duties as assigned, performing similar or related work as directed, required, or as situation dictates.