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Administrative Assistant

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About Our Company
In the nineteenth and early twentieth centuries, many immigrants came to America in search of a better life and settled in Jersey City, "America's Golden Door."Providentwas there to serve the financial needs of these new citizens and to help them get started in their new country. Provident's founders pledged to invest its depositors' money prudently for mutual and equal benefit, and both the bank and its customers flourished. By the 1960s, Provident was operating six thriving branches in Jersey City.

In the 1970s, banking regulations changed, allowing banks to expand beyond their home areas. Provident seized this opportunity and established its first out-of-town branch in West New York. As territorial restrictions on banks continued to change over the years, Provident expanded outside of Hudson County, acquiring banks in Dunellen and Bloomfield, and opening new branches in Bergen, Essex, Monmouth, Ocean, Somerset, Middlesex and Mercer counties.

In 2003, Provident converted from a mutual savings bank to a stock ownership savings bank, giving it greater flexibility to structure and finance the expansion of its franchise and its scope of services. Concurrently, Provident established a foundation to support charitable causes in the communities it serves.

Provident merged with First Sentinel Bancorp (First Savings Bank) in 2004 and immediately acquired a commanding presence in the growing central New Jersey market, particularly Middlesex County. In 2007, Provident acquired First Morris Bank and Trust, gaining nine additional branches in Morris County.

Provident continues to seek new ways to provide its business and personal banking customers with the products and services they need to manage their financial resources in an increasingly complex environment.
Position Description

Administrative Assistant

POSITION SUMMARY

Under general supervision, this job is responsible for performing financial and administrative duties for the President.In addition, should perform all specialized office work of a highly confidential nature to the President relieving him of clerical work and minor administrative and business detail.

 

The incumbent is required to make routine decisions which are guided by past practices and written procedures. A thorough knowledge of the Company and departmental administrative workflow procedures is required as well as financial knowledge of banks and the wealth management business. A high degree of discretion, evaluation, and originality is needed.

 

Knowledge of company financials in order to prepare Board meeting packages and complete special projects for the President.Assists the President by serving as a liaison between internal employees and outside clients. 

MAJOR JOB RESPONSIBILITIES

 

Performs the following administrative duties:

  •         Assists in the reviewing and approval process of all company invoices
  •         Answers President's telephone and acts as a gatekeeper screening all calls, as well as assisting clients when necessary. Communicating detailed messages to the President and handling responses
  •         Arranges all travel and creates itineraries,as well as planning and coordinating all out-of-state client visits for President and Chairman of the bank
  •         Schedules and coordinates all meetings as directed by the President, as well as ordering food, setting up the client room and cleaning up for all breakfast and lunch meetings. Assists the President in keeping on track with his daily schedule
  •         Composes correspondence
  •         Maintains up-to-date files and organize for easy accessibility when out of office
  •         Orders all company supplies and schedules service calls on equipment as needed
  •         Prepares & submits expense reports

35%

Researches information, compiles statistics, and computes various data in order to prepare special reports and Board meeting packages for the President. Performs data analysis of financial information and extrapolates forecasts based on budget, etc.  Ability to work under high pressure with short deadlines at times.

40%

Assists the Office Manager in the planning of Company and client events. Coordinates all Golf events as well as ordering and proofing Beacon branded materials. Plans smaller events at the request of the President.

5%

Acts as a liaison with other departments and interacts with all levels of management. Produces weekly performance reports for the Investment team and quarterly Business Unit Review reports for Beacon Management. Handles confidential information.     

5%

Maintains Salesforce data in order to create mass mailings for client events and correspondence, as well as the daily monitoring of client information and reports. Works on special Salesforce projects with the Salesforce Analyst. Publishes all commentary and updates all photos on the Beacon Trust Website. Handles the formatting of all Beacon Trust marketing publications.

10%

Performs other related duties such as backup coverage for Administrative Assistant I and Portfolio Manager Assistant II. Must be a team player and participate in all Admin group projects.

5%

SUPERVISORY RESPONSIBILITIES

None

SKILLS AND TRAINING

Ability to exchange information clearly and concisely and to present ideas, report facts and

other information.

Ability to manage own workflow and resolve questions and problems with the President.

Excellent written and oral communication skills and be able to get along well with a diverse group of personalities.

Highly Proficient with Word, Outlook,Advanced Excel and Powerpoint.

 

Good communication, interpersonal and organizational skills needed.

 

Exhibit accuracy when working with details.

EDUCATION

Associates Degree – Bachelors Preferred with finance background

WORK EXPERIENCE

2 to 4 years

LICENSES AND/OR CERTIFICATES

Licenses and CertificationsExpiration Date

None

WORKING CONDITIONS

Work is mainly performed in a normal office environment.  Noise levels usually are moderate.

HAZARDS

The hazards are only those present in a normal office setting.

This job description may not be all inclusive.  Employees are expected to perform other duties as assigned and directed bymanagement.  Job descriptions and duties may be modified when deemed appropriate by management.

Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities

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