Administrative Specialist Senior

Overview

WHAT IS THE OPPORTUNITY? This person is responsible for supporting the Capital Markets Business Units and their support teams. We are seeking an administrative professional to support a high-performing, fast-paced division. The ideal candidate is highly organized, detail oriented and able to effectively manage multiple priorities s position will work closely with the Executive Assistant to the Head of Capital Markets, who will oversee day-to-day management and workflow.

This person represents the manager/team to both external and internal clients consistent with the CNB culture of relationship management. They assist in keeping their manager/team informed, with scheduling, reports, agendas, meetings, and other aspects as needed. Often this person is responsible for the coordination of the office . This coordination may include logistics associated with the conference or meeting rooms, mail, supplies, PCs, follow through for new hires or other colleague support issues.

This person is often involved in special projects that may be repetitive or one-time, which support the team, division, or CNB.

Work hours are 8:00 am – 5:00 pm

• Supports manager/team as assigned by keeping him/her/them informed of activities impacting the assigned group. Assists with scheduling, reports, agendas, or other activities as required. Frequently interfaces with internal and external clients and is responsible for exhibiting exemplary customer service in all interactions.
• Coordinates “office” functions and activities that may involve mail, phones, supplies, travel arrangements, equipment, moves, facilities, paperwork, and other duties.
• Completes special projects as assigned. Often has responsibility for or participates in special projects that may be temporary or permanent in nature.
• Composes and creates correspondence, reports and other moderately complex documents which may contain statistical data and/or confidential information requiring accuracy and speed. Composes routine correspondence, reports and other documents as directed by assigned personnel. Proofreads documents for typographical errors.
• Utilizes word processing programs to create, revise, store and print various documents as required. Inputs various information to computer system via terminal entry according to established procedures.
• Ensures documents conform to established guidelines pertaining to format, English grammar and style.
• Assists in gathering information from various sources (i.e., internal files, computer reports, etc.) and organizing into specified/established format. Performs various operations (e.g., mathematical calculations, sorting data, etc.) on information gathered from various sources for use by assigned staff members. Contacts customers and/or Bank personnel to request information/documentation.
• Sets up and maintains filing systems, sorts and files various documents and maintains records of materials removed from files. May prepare indexing/cross-referencing aids. Make routine checks and comparisons of data by using various departmental sources (i.e., computer reports, filing systems, etc.) to verify information.
• Answers and screens incoming calls. Forwards to appropriate department personnel based on established directory listing. Makes and schedules appointments and/or meetings for assigned personnel.
• Opens, sorts, date stamps and distributes incoming mail for assigned personnel. Stuffs, seals and addresses outgoing mail for distribution through various mailing systems (inter-office, U.S. Post Office, etc.). May act on incoming correspondences as directed by Supervisor. Photocopies documents as required.

• H.S. Diploma
• 4 years in an administrative capacity required
• 2 year basic computer experience required (eg. Microsoft Word, Excel, Outlook, and PowerPoint)

• Excellent verbal and written communication skills.
• Ability to effectively communicate with all levels of Bank personnel and customers.
• Ability to use computer and various software programs including MS Office applications such as Word, Excel, PowerPoint, etc.
• S…