Executive Adminstrator

• Perform calendar & contact management for the President/CEO; Coordinate and arrange on-site and off-site meetings, prepare and compile agendas and meeting materials, evaluate, reserve and prepare facilities, send reminders.
• In collaboration with Marketing, plan and execute specified internal events. Serve as primary contact with Marketing for external event coordination involving President/CEO or other Executives.
• Evaluate and coordinate conference and meeting needs for Executive team, including off-site meetings.
• Track, maintain, and process expense reports for President/CEO and other executives as requested.
• Draft and prepare outgoing mail and correspondence; distribute incoming mail
• Act as initial contact person for both internal and external customers that are requesting to speak with the President/CEO; Identify needs and coordinate with the appropriate personnel in other departments to determine the final resolution.
• Coordinate and arrange monthly Executive Leadership Team meetings, gather, prepare, and distribute meeting materials, and support Corporate Paralegal in implementing follow-up/action plans. Take notes for project or management meetings upon request.
• Track and assist with completion of internal assignments to President/CEO such as training, required IT updates, and human resources tasks.
• Handle confidential correspondence and exercise a high degree of discretion and initiative.
• Develop and implement processes and procedures to continually improve the efficiency and effectiveness of assigned responsibilities.
• Perform routine administrative tasks including filing, photocopying, scanning documents, and ordering supplies.
• Review and approve Executive PTO requests.

• Under the direction of Corporate Paralegal, ensure all Board, Board Committee, and select Management Committee books are prepared and delivered accurately and timely.
• Under the direction of Corporate Paralegal, coordinate user, Committee, and access updates within Diligent Portal.
• Serve as the centralized contact for the Board of Directors.
• In collaboration with Corporate Paralegal, develop the annual Board and Committee schedule.
• In collaboration with Corporate Paralegal, track Director meeting attendance and submit monthly Director fees.
• Evaluate and coordinate routine and special meeting needs for Board of Directors, including off-site meetings.
• Order and organize Board lunches and dinners, and snacks/lunches for other management.

• Under direction of Corporate Paralegal, assist with exam and audit requests, including meeting coordination and document gathering.
• Manage corporate governance records, including but not limited to Board meeting minutes.
• Support Corporate Paralegal in managing Board level policies and Board Committee Charters including schedule for review and approvals.
• Draft, review, edit, and/or proof correspondence and other written materials for review by the President/CEO, Executive Management, and Corporate Paralegal.
• Participate in management committee meetings and special project groups as appropriate and/or as directed by Corporate Paralegal.

• Comply with applicable bank regulations, such as regulations governing currency transactions, purchase of negotiable instruments, and money laundering (BSA, AML).
• Comply with all applicable regulations and Bank policies regarding employment and employment law.
• Participate in annual compliance and other job-related training.

• High School Diploma or equivalent required; Bachelor’s degree in business or related field preferred.
• Minimum 1-2 years’ previous experience as an executive or senior administrative assistant, office manager, or similar responsibilities required.
• Minimum 2-3 years’ experience with Microsoft office applications – primarily Outlook, Word, and Excel required; PowerPoint and Diligent Board Books a plus.
• PA Notary preferred.

• Forward thinking and strong problem-solving skills; Critical thinking skills, using logic and reasoning to identify the strengths and weakness of alternative solutions, conclusions, or approaches to problems.
• Good organization and time management skills; Ability to multitask while supporting several managers and multiple projects, including enterprise-wide efforts.
• Ability to adapt to changes in the work environment, manage competing demands and deadlines, and deal with frequent change, delays, or unexpected events.
• Ability to work independently and as part of a team, self-motivation, initiative, flexibility, and a positive attitude.
• Ability to learn new techniques, keep accurate records, follow instructions, and comply with company policies.
• Excellent interpersonal Skills; Capacity to work with other employees and the public and present a friendly, positive demeanor.
• Ability to handle confidential matters with professionalism.
• High level of attention to detail and accuracy.
• Strong written and oral communication skills.
• Business writing skills required.
• Ability to work with a diverse group of professionals.
• Deadline-oriented.

• Lifting/carrying up to 10 lbs.
• Manual dexterity for computer work
• Speaking, hearing, and vision are required to perform essential functions
• Ability to drive, with a valid driver’s license, to attend and facilitate offsite meetings as needed

Penn Community Bank