Purpose: The Senior Executive Assistant serves as a trusted strategic partner to the President & CEO, providing exceptional executive support while facilitating alignment, communication, and operational effectiveness across the organization. This role provides high-level administrative and coordination support to the Board of Directors and the Five Star Bank executive management team, requiring sound judgment, confidentiality, and the ability to anticipate business needs.
The ideal candidate will demonstrate exceptional organizational capabilities, executive presence, and the ability to effectively manage complex priorities, schedules, communications, and strategic initiatives. This role plays a critical part in enabling executive leaders to focus on key business objectives by ensuring seamless coordination, fostering collaboration, and representing the organization with professionalism and poise.
Essential Functions:
- Manage the CEO, Chief Human Resources Officer, General Counsel & Corporate Secretary’s daily calendar including scheduling of client appointments and various internal and external meetings and events, often managing complex and time-sensitive logistics.
- Serve as a strategic extension of the President & CEO and executive leadership team by anticipating business needs, managing executive priorities, coordinating critical communications, and ensuring seamless execution of high-impact initiatives.
- Provide executive governance and operational support to the Board of Directors and executive management team, including preparing meeting materials, coordinating complex schedules, maintaining confidential information, and facilitating effective decision-making and organizational alignment.
- Serve as liaison between the CEO, Board, and internal/external stakeholders
- Coordinate Board meetings and Board Committee meetings, including scheduling, agenda preparation, materials distribution, and reviewing minutes. Be present and able to assist with time-sensitive requests related to the Board meetings or individual Directors.
- Schedule meetings, accept and decline meeting invitations, and arrange proper meeting spaces, booking conference rooms, utilization of meeting equipment, etc.
- May be called upon to assist in messaging or presentation creation for executives as required
- Arrange and coordinate travel plans related to conferences and business meetings, including preparing expense reimbursements for the CEO and Board members as needed
- Prepare various reports, correspondence or other materials as requested and required by the CEO or Executive Management team
- Schedule and interact with organizations in which the CEO is a Board member or Director, as well as community partners that require time or attendance from the CEO
- Directly supervise and direct work for the Receptionist at the FSB Plaza office
- Support strategic initiatives and special projects as assigned
- Ensure timely follow-up on action items and deliverables with high attention to detail
- Maintain organized systems for records, files, and documentation
- Frequent in-person interaction and meeting coordinator with Executive Management Committee and Senior Leadership
- Update systems and database with notes, data, or as provided by the leadership
- Collaborate with other Administrative Assistants and Departments across the Company footprint regarding work assignments or special projects – including backfill for Administrative Assistant on lunch and breaks when they are out of the office.
- Demonstrate the standards and principles of the Five Star Bank experience in every interaction with internal and external customers, associates, and stakeholders. Incorporate the high-performance behaviors of teamwork, leading by example, and service in every facet of work.
Job Related Qualifications:
Required:
- Education: Associates degree or equivalent work experience. Bachelor’s degree preferred.
- Prior Experience: 10+ years of executive-level administrative experience, preferably in banking or financial services
- This position will be based at the FSB Plaza corporate office regularly, 5 days a week, with some flexibility for occasional remote work overtime.
Competencies:
- Proficient with Microsoft Office applications including Excel, PowerPoint, Teams and possess the ability to learn new and existing company software
- Excellent organizational skills with the ability to manage multiple priorities and meet established deadlines in a fast-paced environment
- Strong verbal and written communication skills with the ability to interact with all levels of staff and management
- Maintain highest standards of confidentiality with sensitive and non-public information
- Responds to requests for information in a timely and professional manner
- Able to work independently with minimal supervision
- Adaptable and flexible to changing priorities
- Proven ability to support C-suite executives and Boards
- Exceptional written and verbal communication skills
- Strong judgment, discretion, and attention to detail
- Ability to thrive in a fast-paced, mission-driven environment
Physical Requirements:
- Able to regularly sit for prolonged periods of time.
- Able to regularly stand for prolonged periods of time.
- Able to travel occasionally.
- Extensive computer usage is required.
- Ability to work evenings occasionally.
Benefits:
- Medical, Dental, and Vision Insurance
- Health Savings Account
- Flexible Spending Account(s)
- Company Paid Life Insurance, Long-Term Disability, and Short-Term Disability
- Voluntary Offerings: Life, Critical Illness/Specified Disease, Accident, Hospital Indemnity, Legal Insurance & Personal Accident
- Tuition Reimbursement
- Employee Referral Program
- Wellness Reimbursement Program
- Star Volunteer Program
- Employee Banking and Financial Perks
- Paid Time Off (PTO)
- Company Paid Holidays
This job description is not exhaustive. The Senior Executive Administrative Assistant may be required to perform other duties as assigned.
The expected rate of pay for this position is shown above. Compensation offers are based on a wide range of factors including relevant skills, training, experience, education and, where applicable, licenses or certifications obtained. Market and organizational factors are also considered. In addition to your base rate of pay and a competitive benefits package, successful candidates may be eligible to receive cash or equity-based incentives based on the role and performance.
Skills Required
- Associate degree or equivalent work experience
- Bachelor's degree
- 10+ years of executive-level administrative experience
- Banking or financial services experience
- Proficiency with Microsoft Office, including Excel, PowerPoint, and Teams
- Ability to support C-suite executives and Boards
- Excellent organizational, written, and verbal communication skills
- Strong judgment, discretion, confidentiality, and attention to detail
- Ability to work at the corporate office five days per week, with occasional remote work
- Ability to travel occasionally and work evenings occasionally
What We Do
With 200 years of community banking experience and a portfolio of $5.0 billion in assets, Five Star Bank offers a wide range of consumer and commercial banking services to individuals, municipalities and businesses through a network of more than 45 branches and offices in Western and Central New York State. We provide our customers a dedicated team of over 600 employees who work together in an environment of trust, integrity, and mutual respect. Our customers are at the heart of our organization, where every interaction is an opportunity for us to deliver a friendly, professional, relationship building experience. We take great pride in being a part of each and every community in which we serve. We're committed to giving back to a variety of non-profit organizations, neighborhood charities and countless others. We are proud to be there for you, our customers, wherever, whenever and however you need us. We are Five Star Bank.
