For two consecutive years running, Five Star Bank has been recognized locally as a Top Place to Work in Rochester and Buffalo, and nationally as a Great Place to Work. These certifications highlight our dedication to fostering a supportive, inclusive, and rewarding work environment!

Position Title: Administrative Assistant

Reports To: Senior Executive Administrative Assistant or member of Executive Management team

Department: Executive Management Clerical Support

FLSA Status: Non-Exempt

Purpose: Provide strong and flexible administrative support to the Sr. Executive Administrative Assistant and/or Executive Management member including special projects, logistics and preparation for Board-related events at FSB Corporate Offices including hotel reservations, catering, guest-validated parking arrangements among other details. Assist with mailroom supervision as needed. The position requires an outgoing, reliable individual who presents a professional image for visitors, uses good judgement, works independently as well as with the Sr. Executive Administrative Assistant, and maintains the reception area.

As the primary interface at our Administrative Corporate offices, carry out reception duties in a professional manner for the visitor entrance and executive management suite.. Ensure safety protocols are closely followed while providing an excellent welcoming experience for visitors, guests and employees. Collaborate as needed with the Executive Assistant and Administrative Assistant at other offices.

Supervisory Responsibilities:

Degree of Supervision Received: Minimal to Moderate

Degree of Supervision Given: None

Essential Functions:

1. Act as the main point of contact for external and internal visitors, managing incoming inquiries and ensuring timely responses. Present a professional and friendly environment to all visitors. Welcome members of the Board of Directors on arrival for Board meetings.
2. As company receptionist, receive visitors; navigate vendors, respond to customer inquiries and requests for information and respond to phone calls. Follow strict security protocols.
3. Interact with Building Management for building maintenance issues, repairs and other.
4. Work with the Deputy Chief Risk Officer when Federal and/or State Examiners are conducting on-site Examinations. This would include booking conference rooms, security access and other.
5. Administrative support to the Sr. Executive Administrative Assistant and members of Executive Management. Support onsite meeting preparation including, but not limited to, meetings of the Board of Directors, ensuring the required logistics are in place.
6. Approve meeting room requests, resolve conflicts when they occur. Inform IT of equipment issues in conference rooms.
7. Maintain reception and conference room areas daily. Work with Facilities to report needed repairs.
8. Responsible for ordering and maintaining office supplies, coffee, soda, water in the Kitchenette.
9. As needed respond to inquiries from mailroom contract workers regarding mail sorting/ distribution/sending (including creating mailing labels, scheduling pick-ups) (USPS, UPS, Fed Ex).
10. Collaborate with other Executive and Administrative Assistants and Departments across the Company footprint regarding work assignments or special projects - including Board of Directors’ events and activities.
11. Work with Human Resources on arrangements for Leadership Summit meetings. This may include catering, building access, and other assistance.
12. As needed, assist Human Resources with important lunch meetings, interview requests and etc. You should expect assistance with meal setup and cleanup.
13. Prepare tent cards for certain Board meetings, customer appreciation dinners and etc. Must be familiar with Word/Avery label preparation.
14. Maintain and update Receptionist instruction handbook.
15. Responsible for arranging coverage when taking PTO. Prepare vacation coverage spreadsheet each year well in advance of scheduled time off. This is an on-site position and consistent coverage is needed.
16. While not frequently scheduled, assist other administrative support with offsite client events (Customers of Influence or COI) including distribution of invitations, tracking attendance, preparation of name tags, working at event and, etc.
17. 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 - Education and Prior Experience:

Required:

• Education: High School Diploma or equivalent
• Prior Experience: 5+ years Clerical support in an office environment

Preferred:

• Education: Associate degree
• Prior Experience: 3+ years administrative support, with exposure to Executive Management
• Licenses or Accreditation: Notary Public preferred but not required

Competencies:

1. Proficient with Microsoft Office applications, and possess the ability to learn new and existing company software
2. Excellent organizational skills with the ability to manage multiple priorities and meet established deadlines in a fast-paced environment
3. Strong verbal and written communication skills with the ability to interact with all levels of staff and management
4. Responds to requests for information in a timely and professional manner
5. Able to work independently with minimal supervision
6. Ability to research and resolve problems proactively
7. Adaptable and flexible to changing priorities
8. Highly organized and motivated

Physical Requirements:

1. Able to regularly sit for prolonged periods of time.
2. Able to lift up to 25 lbs.
3. Able to travel:
   1. Occasionally
4. Extensive computer usage is required.
5. Ability to work:
   1. Evenings
      1. 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 & 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

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.

This job description is not exhaustive. The Administrative Assistant may be required to perform other duties as assigned.