Trust and Asset Management Administrative Assistant

Summary: The Trust & Asset Management (TAM) Administrative Assistant is one of the first department contacts for many clients. This role is responsible for providing a high-level of customer service for the Bank's clients.

Responsibilities Include:

Client Experience

1. Greet clients, make them feel welcome and offer refreshments. Prepare meeting rooms in advance with lights on and water on the conference table. This position coordinates the meeting room schedules for 20 West Road, Orleans and 1550 Iyannough Road, Hyannis.
2. Prepare a monthly list of client birthdays for the Administrative Officers and solicit their input for client gifts. Birthday card envelopes are printed, and, if the Administrative Officers are not able to personalize the cards themselves, a handwritten greeting is added.
3. Answer the toll-free Wealth Management Services number and assist the caller or direct the call as appropriate. It is common to receive calls for other business lines in the Bank.
4. As needed, assist in preparation for client events, newsletters, educational webinars and Investment Department commentary.

Administrative Duties

1. Receive and sort the mail for further processing. Bills are mailed directly to the TAM office for a number of clients that we serve.
2. Process checks printed by scanning to the appropriate Associate, matching with invoices and mailing; consolidating where possible to conserve postage.
3. Process client invoices by scanning to the appropriate Associate.
4. Open and scan all non-confidential mail to the appropriate Administrative Officer or Associate.
5. Assist remote Department members with printing and mailing requests.
6. Maintain inventory of forms and office supplies for 20 West Road and 1550 Iyannough Road. Order as appropriate.
7. Make daily Branch deposit.
8. Assist with preparation and printing of presentation materials as needed.
9. Maintain various email lists.
10. Assist with special projects as needed.
11. Be aware of conditions on and around the property and coordinate with Facilities, the cleaning contractor or other vendors as appropriate. Contact with Facilities or Corporate Security is through the KACE system for all non-emergencies.
12. Observe all vendor sign-in procedures.

Qualifications:

Education & Certifications:

• High school diploma or equivalent

Knowledge, Skills, Experience:

• Excellent verbal and written communication skills with an emphasis on grammar and editing
• Strong organizational and time management skills
• Professional, customer-centric demeanor
• Proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint, required. CutePDF Professional Adobe Pro, or Smartsheet experience a plus
• Ability to work onsite at the Trust & Asset Management Office, located at 20 West Road in Orleans required
• This is a full-time, in-office position

Competencies:

• Time Management
• Approachability
• Compassion
• Customer Focus
• Ethics and Values
• Integrity and Trust
• Listening
• Organizing
• Must have cyber security awareness to protect the digital environment, the Bank, and customers