Executive Assistant - Tompkins Community Bank

Overview:

This position is responsible for providing administrative support to the President of Tompkins Financial Advisors (TFA) and the Tompkins Director of Human Resources. This individual will be the liaison to these executives for all matters requiring attention and will serve as proxy to the them on items within granted authority. The position will also provide administrative support to members of the TFA leadership team.

Responsibilities:

• Lead the creation of TFA monthly, quarterly reports for new business, lost business, account type management as well as platform management and supplies them to the President and Chief Operations officer.
• Attend meetings in order to prepare and distribute minutes for the President’s Leadership Team and TFA Board.
• Prepare and send the Corporate Board of Directors of each market meeting packets to directors on a quarterly basis meeting including the TFA Board and TTC Trust Committee.
• Review correspondence sent to the President and their Leadership Team to determine the appropriate next steps. Seek to understand inquiries, gather additional information as needed, and forward inquires to the person(s) best positioned to assist the individual.
• Prepare responses on behalf of the President and HR Director as requested.
• Lead the orientation schedule process for TFA team members in partnership with the manager and Human Resources.
• Gather information to create adhoc reports as needed.
• Handle all travel arrangements and coordinates meetings for the executives and occasionally for other TFA Leadership team members as needed.  Schedule and provide reminders of dates and times of meetings, conferences, etc.; assist in scheduling, arranging appointments, interviews, business trips, etc.; maintain a schedule of commitments to avoid conflicts; ensure the executives are prepared for meetings with appropriate resource materials, prepare all documentation materials as needed for internal and external meetings (i.e., PowerPoint slides and agendas, etc.)
• Act as a liaison between the President and team members, senior management, and other business partners, as well as the TFA Board of Directors and Trust Committee.
• Maintain accurate records and files, often of a confidential nature, relating to the Company and/or outside organizations.  File and organize documents, correspondence, forms, reports and other related information.  Compose, edit and type letters, correspondence, reports and memos.  Prepare, open, sort and mail printed information and correspondence.
• Maintain personal records and accounts for the executives in relation to their activities in directorships, civic organizations, and clubs; prepare personal correspondence.
• Maintain expense reporting for executives Chief Operations officer and other Direct Reports as needed.
• Role as the designated proxy for the TFA President and Chief Operations officer for the time and labor management system, approving all timecards and time off requests for others as needed.
• Maintain TFA org chart.
• Responsible for maintaining and reporting of Personal Securities Trading Policy for TFA.
• Maintain and update information on T-Connect system for TFA.
• On a quarterly basis, request from senior officers expected absences (i.e., vacation, conferences) and maintain report for possible conflicts.  Advise president of such absences/conflicts.
• All other duties as assigned.

Qualifications:

• An Associate’s Degree or equivalent experience.
• Minimum of five (5) years’ experience in a related role.
• Proven ability to manage time, meet deadlines, prioritize and adapt to change.
• Excellent organization skills and flexibility.
• Strong interpersonal relations and communication skills (oral and written); acute attention to detail.  Ability to communicate effectively.
• Advanced skill level with technology including Excel, typing, document retention, composition; word processing, Microsoft Office and PowerPoint.
• Demonstrated reporting skills; rapid learner, ability to master new systems and applications with the ability to transfer knowledge to others.
• Analytical minded to conduct research and draw conclusions.
• Maintain privacy with access to highly confidential information.
• Previous experience with LPL or other broker dealer network.
• Knowledge of wealth management operations and administration.  Knowledge in wealth management business.

Benefits:

• Medical
• Dental
• Vision
• 401(k) Match
• Profit Sharing
• Paid Time Off
• 11 Holidays
• Tuition Reimbursement
• Free Parking throughout Tompkins Community Bank
• Employee Referrals

EEO Statement:

Tompkins is committed to a policy of Equal Employment Opportunity ("EEO") with respect to all team members and applicants for employment and a work environment free from discrimination (including unlawful harassment) based on race, color, religion, sex, sexual orientation, transgender status, gender non-conformity, gender identity, gender expression, national origin, age, marital status, domestic violence victim status, disability, predisposing genetic characteristics, military or veteran status or status in any group protected by federal, state, or local law. 

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Pay Range:USD $60,000.00 - USD $70,000.00 /Yr.