Firstrust Bank

  • Executive Assistant- COO

    Location US-PA-Conshohocken
    Job ID
    # Positions
  • Objective

    Reporting directly to the Chief Operating Officer (COO), the Executive Assistant provides executive administrative support to the COO and works closely to help execute the organization’s operational goals.  The Executive Assistant serves as a liaison to the senior leadership team and support services team, organizes and coordinates executive outreach and external communications while overseeing special projects. Primary responsibilities include preparing correspondence, scheduling meetings and appointments, arranging travel, invoice processing and providing information to parties as appropriate. Skilled in taking and transcribing meeting minutes and follow up as required. The individual will have a high degree of confidentiality, the ability to exercise good judgement, demonstrate strong written and verbal communication, be a highly resourceful team player who is comfortable in a fast paced environment while remaining good-humored, flexible, proactive and efficient.



    • Assists in the development of new business for Firstrust. Is alert to customer/prospect needs to suggest appropriate services.  Directs customers to appropriate persons for opening accounts or resolving problems.
    • Demonstrates knowledge of corporate products and services. Understands the functions, operations, and processes of the Support Services division.
    • Assists the COO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments, composing and preparing correspondence, arranging travel plans and completing expense reports, itineraries, agendas and meeting preparation.
    • Sorts, screens and distributes incoming mail and interoffice documents/email correspondence.
    • Schedule and support staff meetings, department meetings, leadership team meetings, board meetings, regulatory meetings and other meetings as required; take minutes and follow up action items related to meetings.
    • Create and edit presentations, documents and reports as required.
    • Manage support services team calendar, plans, action items and assist with meeting and event preparation.
    • Review legal documents (contracts, leases, etc.) at the direction of COO.
    • Develop relationships with key contacts, both internal and external.
    • Ensure strict confidentiality.
    • Support office management responsibilities, work as a team player.
    • Develop and maintain appropriate document filing systems, and ensure compliance with record retention procedures.
    • Acts as liaison between COO. The senior leadership team and departments.
    • Maintains all meeting files for COO and has them ready in advance for each meeting scheduled.
    • Maintains record of significant dates for Support Services employees (birthdays, employment anniversaries, and life events such as marriage, birth of a child etc.) and gives COO advance notice.
    • Supports various employee activities such as Employee Appreciation Day, Variety Club, Champion of Change, The Force Award and First Fun.
    • Performs other duties as directed by the COO.



    Essential Functions

    While performing the essential functions of this position, the incumbent is subject to sedentary work for extended periods of time. Some amount of mobility in order to access files and attend meetings is necessary.   The incumbent must be able to operate computer terminal and office equipment and communicate and exchange information to internal and external customers.  


    Knowledge - Skills & Abilities

    • 4 year degree or equivalent administrative experience, with a minimum of 2 years executive experience.
    • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
    • Excellent writing, editing, grammatical, organization and research skills, including the ability to draft correspondences and other communications quickly with minimal direction.
    • Experience facilitating meetings
    • Keen attention to detail with ability to track and manage multiple projects at one time
    • Ability to act efficiently on last minute projects
    • Proficiency with Microsoft Excel, Word and Power Point / general computer literacy
    • Demonstrated ability to coordinate and facilitate the completion of large administrative projects in a timely manner, including meeting strict deadlines
    • Familiarity working with organizational budgets
    • The incumbent will be required to travel with or without notice to the corporate headquarters, operations center and other work locations frequently to complete tasks.
    • Proactive, service-oriented, easygoing personality
    • Self-starter with demonstrated ability to work both independently and within a team along with professional discretion.
    • Ease in getting along with team members at all levels
    • Experience in effectively working with executives and their support teams
    • Excellent execution – a perfectionist
    • Curiosity and a constant interest in learning
    • Excellent judgment, discretion, and diplomacy
    • Maintains a professional and organized appearance while promoting company mission statement and values through actions.
    • A high level of energy and enthusiasm


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