Executive Assistant - Glenville, NY

About the role

The Executive Assistant provides high-level administrative and secretarial support to the executive management team, ensuring seamless daily operations. This role combines exceptional organizational skills with strategic communication, supporting a wide range of functions including scheduling, financial documentation, project coordination, and confidential correspondence.

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.
• Aid in 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.

Qualifications

• 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)

Additional Duties

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

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.