Administrative Assistant Jobs

Join the Bank that shares success with others! As a locally managed mutual bank, South Shore Bank is driven by the needs of communities rather than the demands of investors. You can help us serve as a trusted advisor to the people, businesses and organizations that make our communities stronger. We also provide a competitive benefit package with Medical, Dental, Vision, Flexible Spending, Dependent Care, Child Care Subsidy, Retirement, Life Insurance and many other benefits.

Performs high level of skilled support functions in a fast-paced growing environment to assist the members of the Executive and Management Team. A successful candidate will be flexible, proactive, and resourceful with a high level of professionalism, poise, and attention to detail. This position enhances the Executive and Management Team’s ability to function at a high degree of productivity and serves as the primary point of contact for internal and external interactions. Candidate must exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. This position will work independently on projects from conception to completion and must be able to work under pressure to complete a wide variety of activities and confidential matters with discretion.

This position will be located in our Quincy office 4 days per week and in our Weymouth office 1 day per week.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs market research as well as analyzes data, organizes, and assembles information in presentation format.
• Support Executive and Management Team with document management, prepare contracts using company templates, facilitate electronic signature as required and store digital files as directed.
• Process and complete expense reports, coordinate with Finance Department on budgets as needed.
• Coordinate strategic offsite events inclusive of preparing agendas and activities.
• Collaborate well with other administrative staff members.
• Manages and maintains records and documents in spreadsheets/databases. Produces reports requiring data compilation and analysis.
• Technology skills must be at a high level with Microsoft tools.
• Advance Meeting Preparation, including gathering relevant materials, prepare presentations, call-in numbers, video links, etc.
• Maintain a high level of professionalism with confidential issues.
• Ability to facilitate a virtual meeting while taking minutes; attend meetings as needed, take thorough notes, and coordinate follow-ups.
• Help coordinate team travel and logistics, monitor travel costs, and provide monthly reports to finance.
• Work as a collaborative partner with other members of the Executive and Management Team.
• Print, Scan-to-email (PDF), File/Retrieve all documents promptly as requested.
• Prioritizes needs; handle matters expeditiously, proactively, and follows through on projects to successful completion, often working within tight deadlines.
• Prepare appropriate committee materials on a regular basis.
• Plan and assist in coordinating internal/external meetings. Work closely and effectively with the Executive and Management Team to keep them informed of upcoming commitments and responsibilities, following up appropriately. Manage calendars ensuring optimal use of time.
• Technological ability is required – training will be provided for specific Bank-specific applications or programs.
• Provide general administrative support, including answering calls, distribution of mail correspondence, maintaining files, and updating shared files on the server.

SECONDARY DUTIES:

• Strong organization skills with exceptional attention to detail and etiquette.
• Problem solver who is adaptable and forward-thinking.
• A positive and engaging attitude, and strong sense of ethics and integrity.
• Strong mindset for continuous improvement and enhancing the employee experience.
• Comfortable rolling up your sleeves to get things done in a high-growth environment.
• Tech savvy – must have familiarity with Microsoft Outlook, OneNote, Word, Excel, and other project management software.
• Proficient design skills – ability to prepare elevated company materials, such as PowerPoint decks, using South Shore Bank branding; graphic designs skills are a plus.
• Superior verbal and written communication skills, with an emphasis on tact and diplomacy.

Consider this description to be the foundation of your job, not its boundaries. Expect to participate in internal and external training sessions and activities not described here which enhance the quality of service to the client.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree (B. A.) from four-year college or university; or two years related experience and/or training; or equivalent combination of education and experience. Five years of experience in an office setting working for executive level professionals. Proficient in Microsoft Office, strong organizational skills. Expert written and verbal communication skills.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use sufficient hand, arm and finger dexterity or feel objects, tools or controls. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts. The noise level in the work environment is always moderate to high.

KEY POINTS

It has been and will continue to be the policy of South Shore Bank to be an Equal Opportunity Employer. We provide equal opportunity to all qualified individuals regardless of race, sex, color, religious creed, religion, national origin, citizenship status, age, disability, pregnancy, ancestry, military service, or veteran status, genetic or carrier status, marital status, sexual orientation, or any classification protected by applicable federal, state, or local laws.

At South Shore Bank, we believe that diversity and inclusion are critical to our future and our mission – creating a foundation for a creative workplace that leads to innovation, growth, and profitability. We believe in Shared success and We before Me. Through a variety of programs and initiatives, we invest in each employee, seeking to ensure that our people are not only respected as individuals, but also truly valued for their unique perspectives.