Senior Executive Assistant

Job Summary

The Senior Executive Assistant provides a full range of high–level executive support for the Chief Operating Officer along with exceptional quality customer service across the Trust company and subsidiaries of Queen Cities.

The Senior Executive Assistant requires exceptional writing skills to draft speeches, articles, and Trust notifications for the Chief Operating Officer, Board of Directors and Board Committee. Conducts research and creates Excel spreadsheets, documents, agendas, minutes, templates, and review forms at the request of Executive Management and Directors.

This position performs a wide range of office management duties including but not limited to the creation of various documents; scheduling appointments, meetings, and conference calls; maintains corporate files, insurance files, maintains the Chief Operating Officer personal files; and the coordination of company events, training sessions, and luncheons.

The Senior Executive Assistant requires exceptional writing, oral communication, planning, research, multi-tasking, and problem-solving skills, with acute attention to detail, and readily adapts to change, works independently, maintains calm, managing multiple priorities and tight deadlines without compromising quality.

Essential Duties

• Executive Support

o Manage complex calendar and scheduling needs, ensuring efficient time management for the Chief Operating Officer.

o Prepare meeting materials and conduct research for the Chief Operating Officer in advance.

o Assist in maintaining client care relationships with the Chief Operating Officer.

o Prepare documentation for new business client meetings.

o Execute post-meeting follow-up, ensuring consistent service delivery, sustained client engagement, and strengthened stakeholder relationships.

o Track action items, deadlines, and deliverables ensuring timely completion and follow-up.

o Function as a central point of contact, facilitating communication between departments, vendors, and legal partners.

o Maintain and update the CRM system in Salesforce and Outlook.

• Board & Committee Support

o Acting secretary for the Board of Directors and various Board committees, preparing and distributing board meeting packages, ensuring timely delivery to members.

o Acting secretary for the Executive Trust Committee including managing the committee calendar, preparing committee packages, distributing packages, and documenting minutes.

• Event and Marketing

o Organize and coordinate corporate events, continuing education programs and conferences for the company and staff including managing invitations, planning, and vendor relationships.

o Responsible for managing corporate sponsorships, event attendance, and related expenses.

o Manage and maintain various social media channels ensuring consistent brand messaging and engagement.

o Collaborate with Marketing with execution of initiatives.

• Subsidiary & Foundation Support

o Assist the Chief Operating Officer with the Farmers & Merchants Bank Foundation.

o Assist the Chief Operating Officer with Queen City Investments and subsidiaries.

• Administrative & Operational Support

o Coordinate with property managers, brokers, CPAs, attorneys, and insurers, coordinating communication and information flow.

o Assist with compliance related tasks, including LLC filings and tax documentation of various entities.

o Support OTC market compliance for Queen City Investments Inc.

o Provide support as needed for shareholder management activities.

Complies with all State and Federal Banking regulatory requirements, including but not limited to: BSA, Anti-Money Laundering OFAC, CIP, Financial Elder Abuse Reporting, Sexual Harassment, Information Security and privacy requirements. This position will elevate suspicious activity to supervisory staff and/or BSA department. Completes compliance and other technical training workshops as assigned.

Required Knowledge

• Proficiency in Microsoft Office Suite and CRM systems, like Salesforce

• Social media proficiency, especially LinkedIn.

• Proficiency in Excel

Basic Knowledge, Skills and Abilities

• Exceptional organizational, planning, and time management skills.

• Excellent written and verbal communication skills, with the ability to communicate effectively with individuals at all levels.

• Ability to manage confidential information with the utmost discretion.

• Proactive, resourceful, and adaptable under pressure.

• High attention to detail and a commitment to accuracy.

• Strong interpersonal and problem-solving skills.

Equipment Operated

• Lap/desk top computers

• Standard Office Equipment (copiers, fax machines, etc.)

Physical Requirements & Work Env