Administrative Assistant

Administrative Assistant

Join our client, a respected financial institution committed to serving its members with excellence. We are seeking a proactive and detail-oriented Administrative Assistant to provide essential support to senior leadership, including the President/CEO, COO, and Policy Staff. In this pivotal role, you will be the backbone of daily operations, ensuring smooth administrative functions and helping the organization operate efficiently. Your contribution will directly impact the company's ability to serve its members and uphold its reputation for professionalism and integrity.

$25.00 per hour (approximately $65,000 - $70,000 annually based on conversion)

• Deliver comprehensive administrative assistance to executive leaders and key staff members.
• Draft and prepare correspondence, reports, and official documents with accuracy and professionalism.
• Manage the receipt and distribution of daily mail and correspondence.
• Handle incoming phone calls, screen them appropriately, and direct them to the proper personnel.
• Serve as the primary reception point, creating a welcoming environment for visitors and callers.
• Oversee the organization and security of both digital and physical files, maintaining efficient filing systems.
• Digitize and keep an up-to-date inventory of off-site document storage files.
• Administer the organization’s document retention policies, ensuring compliance and proper record management.
• Anticipate office needs, including supplies procurement and equipment maintenance.
• Support the coordination of staff, Board, and Committee meetings, including scheduling and minute‑taking.
• Assist in planning and executing special and annual member meetings, ensuring all requirements are met.
• Regularly update corporate policies and administrative manuals to reflect current procedures.
• Respond to requests for marketing materials and assist with distribution efforts.

• An associate degree or completion of business/secretarial training.
• A minimum of 5 years’ experience supporting senior-level executives.
• Strong proficiency with Windows OS and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with accounting software and web conferencing platforms such as Webex and Zoom.
• Knowledge of insurance, financial institutions, or credit unions is advantageous.
• Experience or background in legal support (paralegal) is a plus.
• Exceptional organizational skills and attention to detail.
• Professionalism, tact, and diplomacy in communication.
• Ability to maintain confidentiality and handle sensitive information.
• Capable of managing multiple tasks while consistently meeting deadlines.

The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.