Administrative Assistant

FLSA Status

• Non-Exempt

Job Summary

Provides Administrative support to the team and sometimes senior management by, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, managing email accounts, arranging conference calls and scheduling meetings, organizing functions with realtors or clients. Serves as a point of contact for internal requests and external clients. Also serves as a liaison between team and other departments, organizes and coordinates outreach and internal and external relations efforts.

• Calendar Management
  • Coordinate and manage the schedules of team members, ensuring all appointments, meetings, and deadlines are met.
  • Prepare agendas and materials for meetings and ensure follow-up on action items.
• Email Management
  • Monitor and manage the team’s email accounts, prioritizing messages and responding on behalf of team members as necessary.
  • Organize and maintain email correspondence for easy retrieval.
• Voicemail Management
  • Manage voicemail accounts, ensuring timely responses to client inquiries and messages.
  • Summarize and communicate important messages to the team.
• Social Media Management
  • Monitor the team’s social media accounts, engage with followers, and respond to inquiries.
  • Create and schedule posts to promote the team’s services, achievements, and relevant industry news.
• Corporate Credit Card Tracking and Reporting
  • Track and report usage of corporate credit cards, ensuring all expenses are documented and reconciled.
  • Prepare monthly reports.
• Weekly Team Meetings
  • Organize and facilitate weekly team meetings, including scheduling, preparing agendas, and documenting meeting minutes.
  • Ensure that all team members are informed of meeting outcomes and action items.
• Marketing Event Assistance
  • Assist in planning and executing marketing events, including workshops, seminars and other team events.  
  • Prepare marketing events calendar and plan for the year.
• Office Space Organization
  • Maintain an organized and efficient office space for the team.
  • Implement systems for document management.
  • Records meeting discussions and provide minutes when requested.
• General
  • Adheres to all Federal and State laws and regulations, including the Bank Secrecy Act.
  • All other duties as assigned.

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed in this job description are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

• Education
  • High school graduate, some college preferred.
• Experience
  • Experience exercising discretion and confidentiality with sensitive company information.
  • Prior administrative experience required.
  • Customer relations/service experience required.
  • Prior mortgage or banking experience preferred.
• Skills
  • Exceptional interpersonal skills.
  • High degree of integrity and professionalism.
  • Strong computer and research skills, flexibility, excellent interpersonal abilities, and project coordination experience.
  • Advanced Microsoft Office skills, Proficient with excel and with an ability to become familiar with bank-specific programs and software.
  • Proficiency in collaboration and delegation of duties.
  • A proactive approach to problem-solving with strong decision-making skills.
  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
  • Professional level verbal and written communications skills.
  • Friendly and professional demeanor.
  • Ability to organize a daily workload by priorities.
  • Must have great time management skills and be able to meet deadlines in a fast-paced quickly changing environment.

• None

Management retains the discretion to change this job description at any time.

Dart Bank is a community bank, serving our community since 1925.  We specialize in providing financial services, but we are passionate about serving the community and building real relationships with people.  Dart Bank provides innovative financial services for both personal and business banking, consumer and mortgage loans, commercial loans and lines of credit, merchant credit card processing, investment services and more. Our array of products and services and our longstanding history within our communities shows we care about what matters most for our customers and we are there for them for the most important times in their lives.  Dart Bank. For What Matters Most. 

We offer:  

• Medical Benefits
• Dental
• Vision
• 401(K) Plan with Employer Matching
• Employee Stock Ownership Plan (Profit Sharing)
• Paid vacation & sick time
• Flexible scheduling
• Employee Assistance Program
• Dart Bank University

Dart Bank is committed to providing equal opportunity in employment, maintaining a diverse workforce, and prohibiting all forms of unlawful discrimination and harassment. 

All employment decisions, policies, and practices, in terms of the recruitment process and other conditions and privileges of employment, will comply with applicable federal, state, and local anti discrimination laws.  The Company seeks, employs, promotes, and compensates qualified individuals based on ability, as demonstrated by performance and other legitimate nondiscriminatory factors, without regard to race, color, religion, national origin, citizenship, ancestry, sex (including sexual orientation, gender expression, and gender identity), age, physical or mental disability, pregnancy, genetic information, military status, veteran status, or any other protected status under federal, state (in Michigan: marital status, familial status, height, weight, and misdemeanor arrest record), or local law (individually and collectively, “Protected Class”).  This employer participates in E Verify and will provide the federal government with your Form I 9 information to confirm that you are authorized to work in the United States. If E Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so that you can begin to resolve the issue before this employer can take any action against you, including terminating your employment. This employer can only use E Verify once you have accepted a job offer and completed Form I 9. 

Technology & Workspace Requirements  

Dart Bank is committed to supporting flexible work arrangements when they align with business and position requirements. Remote and hybrid work are privileges that carry additional responsibilities and workspace requirements to ensure employees can effectively and securely perform their job duties. 

To support our technology and security standards, employees are required to have a modern smartphone capable of supporting company authentication and communication applications.

Employees in remote or hybrid roles will be provided with a computer, monitors, docking station, keyboard, and mouse to perform their work. Employees must maintain a work environment that supports the effective performance of their job duties, including a reliable high speed internet connection with minimum speeds of 25 Mbps download and 5 Mbps upload.