Job Title:   Administrative Assistant - Bank
02 / 05 / 2013

SUMMARY:                         Reporting to a member of the Senior Executive Group responsible for one or more business units, this position is responsible for providing a wide variety of administrative and staff support services to one or more organizational units.  Anticipates and prepares materials needed by the executive for appointments, meetings, and other commitments. Assists with preparation departmental information and operations. 
A.  ESSENTIAL FUNCTIONS (Listed in order of importance, frequency or sequence, 1=most important/frequent, etc.). NOTE:  Indicate non-essential accountabilities with an asterisk*.  All other functions are “absolutely necessary for this job”.
  1. Utilizes superior administrative and technical skills and a thorough knowledge of Company policy, practices and procedures necessary to provide office support to Senior Executive, Market Leader and team.
  2. Answers telephones, directs calls to appropriate department or person, and handles calls if knowledgeable on subject under discussion to provide and receive information concerning matters related to the department.
  3. Assists executive and departments in scheduling meetings and appointments updating calendars as necessary and ensures that complete information is available for department matters. 
  4. Assists in scheduling and coordination of marketing and networking events for the team.
  5. Assists in taking reservations, obtaining supplies, and facilitates catering services, seating arrangements and audio/visual equipment for meetings and conference facilities.
  6. Schedules and coordinates loan closing meetings with team and customers.
  7. Tracks documentation and financial statement exceptions, communicating with customers as necessary.
  8. Attends meetings and interfaces (company employees, customers, etc.) as required to provide general information.
  9. Composes and prepares routine correspondence for signature.
  10. Coordinates office functions with the officer’s direct reports to support Company goals and other objectives.
  11. Assists in the preparation of recurring reports to support executive officer and team.
  12. Maintains awareness, understanding and compliance with the Bank's internal policies and procedures, laws and regulations appropriate for this position.
  13. Provides assistance in response to regulatory and internal/external audit requests.
  14. (*) Assists in the training and/or orientation of new employees.
  15. (*) Performs other functions as assigned to enhance the overall effectiveness, efficiency and productivity of the department and Company.


  1. Demonstrates strong knowledge and skill in business English, spelling and grammar, math, reading and communications as well as an understanding of general business flows, procedures and systems as typically acquired via High School Diploma or General Education Diploma (G.E.D.) or demonstrated commensurate experience and/or college level course work.
  2. Three (3) or more years of experience performing complex and responsible clerical duties, or an equivalent combination of training and experience.
  3. Advanced personal computer, word processing, typing and/or keyboard skills.
  4. Good knowledge of office practices, procedures, and documents.
  5. Ability to establish, maintain and prepare complex records and reports.
  6. Ability to maintain a good relationship with all co-workers and other interfaces and use good judgment in recognizing scope of authority.
  7. Ability to maintain effective working relationships with other employees and the general public.
  8. Experience with Microsoft Office (Outlook, Excel, Word, PowerPoint, Access) or other transferable software packages (Lotus, Word Perfect, Harvard Graphics, dBase).
  1. Ability to operate various office equipment and machines.
  2. Ability to communicate using a telephone.
  3. Ability to use a computer.
  4. Ability to physically and accurately file.
  5. Ability to travel as required
Not applicable.
Westfield Bank is an Equal Opportunity/Affirmative Action Employer. 
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