Executive Administrative Manager

The Executive Administrative Manager provides executive-level administrative leadership while directly supporting senior leadership and governance functions. This role manages and mentors executive administrative staff while personally delivering high-level administrative support to executive leaders and department managers. The position oversees complex daily, weekly, and monthly workflows, executive reporting, calendaring, and confidential communications.  The Manager oversees planning and execution of meetings and institutional events requiring discretion and precision. Responsibilities also include oversight of executive dining room reservations and executive hospitality coordination. This role requires exceptional judgment, high level of confidentiality, organizational leadership, and the ability to anticipate and support executive level needs.

DUTIES, SCOPE, RESPONSIBLIITIES & AUTHORITY: 

The Executive Administrative Manager oversees and performs a broad range of complex, confidential, and high‑level administrative functions in support of the CEO, President, senior officers, and the Board of Directors. This role serves as a key liaison between executive leadership, internal departments, and external stakeholders, exercising sound judgment in the resolution of day‑to‑day matters impacting executive officers and governance activities. Utilizing a strong understanding of banking operations, regulatory requirements, and organizational priorities, the position prepares, composes, reviews, and edits executive‑level correspondence, reports, and technical documentation. The role is responsible for preparing, compiling, and coordinating materials for monthly meetings, committee meetings, maintaining schedules, and ensuring all reporting, recordkeeping, and regulatory requirements are met accurately and on time.

The Manager directs and oversees the daily activities and performance of executive administrative staff, providing leadership, prioritization, and quality control of work. The position plans and coordinates meetings, institutional events, and special functions requiring a high degree of confidentiality, discretion, and attention to detail, including oversight of corporate dining room reservations and executive hospitality arrangements.

This role actively supports employees and leadership to monitor, minimize, and address risk to the institution, ensuring compliance with applicable policies, procedures, and regulatory standards. The position assists with administrative problem‑solving, program and project planning, and the execution of organizational goals and objectives. Responsibilities also include supporting preparation for internal audits and facilitating an efficient and well‑organized audit process. The Manager provides or oversees executive office support functions, including visitor management, telephone coverage, correspondence control, and timely follow‑up on executive inquiries. The position may collaborate with all departments as needed on compliance, auditing, and governance‑related matters.

Responsible for compliance with all banking regulations which are applicable to the job, including Bank Secrecy Act and information security initiatives.

SUPERVISORY RESPONSIBILITIES:

Directly supervise the Administrative Assistant team.      

Bachelor’s degree preferred, with a minimum of five years of executive‑level administrative, governance, compliance, or related experience, preferably within a financial institution or regulated environment. Demonstrated knowledge of bank operations, organizational structure, compliance requirements, policies and procedures, and financial products and services. Ongoing professional development through internal training programs, compliance schools, and financial industry or regulatory curriculum is expected.

Exceptional organizational and leadership skills, including the ability to plan, prioritize, and coordinate complex workflows in a fast‑paced, multi‑task, multi‑functional executive environment. Proven ability to independently manage work, exercise sound judgment, meet deadlines, and maintain a high level of accuracy and attention to detail. Demonstrated experience managing and influencing others, directly and indirectly, while effectively analyzing and resolving administrative, operational, and compliance‑related issues.

Strong judgment and discretion with the ability to maintain strict confidentiality of sensitive records, information, and executive and board‑level matters. Excellent oral and written communication skills, with the ability to communicate effectively with executive leadership, the Board of Directors, auditors, customers, and corporate partners. Ability to read, analyze, and interpret regulations, legal documents, and governance materials. Proven ability to achieve results through collaboration and influence across departments and willingness to assume additional responsibilities, initiatives, or projects as organizational needs evolve.