Senior Administrative Assistant

    • Job Tracking ID: 512371-690727
    • Job Location: Ann Arbor, MI
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: August 02, 2019
    • Years of Experience: 5 - 7 Years
    • Starting Date: ASAP
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Job Description:

Summary of Responsibilities:

Reporting directly to the Chief Operating Officer, the Senior Administrative Services Specialist performs a variety of administrative tasks including providing support to other members of the senior executive team. The Senior Administrative Services Specialist must enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented.


Essential Responsibilities:

  1. Assist in the preparation of board and board committee packages for distribution via iPads using online Board software.
  2. Assist in organizing the Annual Meeting for the Bank holding company, compile proxies and other documents as necessary and attend the annual meeting and reception.
  3. Assist in the preparation and mailing of regularly scheduled reports, quarterly shareholder letters, annual proxy statements, etc. Attention to detail is extremely important in preparing documents for mailing out to shareholders and clients.
  4. Prioritizes conflicting tasks and deadlines; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  5. Provide coworkers with technical and professional support and back-up as necessary in the corporate area for the senior management team. Assist the team in preparing PowerPoint presentations and Excel spreadsheets for internal and external meetings.
  6. Coordinates various office support services, including purchasing office supplies and snacks for the monthly Board and committee meetings.
  7. Handle miscellaneous bills, expenses for payment, tracking, filing and processing expense reports.
  8. The ability to make frequent outside visits and drive to client locations, business functions and community activities.

Perform other duties as assigned to support the goals and objectives of the executive team.

Experience and Skills:

The ideal candidate should possess the following attributes:

  1. A minimum of a bachelor’s degree or equivalent and 5-7 years’ experience providing administrative support at the executive level.
  2. Demonstrated success in working in a fast-paced, team-based environment handling sensitive matters, maintaining strict confidentiality and discretion when appropriate.
  3. Demonstrated ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
  4. Excellent interpersonal skills, with the ability to effectively and compellingly communicate with internal and external stakeholders at all levels.
  5. The ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
  6. Project management and/or coordination experience on an executive level.
  7. Possess a positive attitude and a willingness to learn new technology to update the senior team on new and efficient ways of working where appropriate.
  8. Flexibility in terms of availability in filling in for the Executive Assistant to cover time out of the office for appointments and vacations.
  9. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms. Knowledge of Digital Board Books and Apple products a plus.