Executive Administrative Assistant

Build your future with us. We are seeking an Executive Administrative Assistant to join our growing team in Buffalo. As a proud community bank, we believe in giving back to the neighborhoods we serve. Supporting local events and organizations across our 14-county footprint isn’t just something we do, it’s who we are. It’s our way of saying thank you to the people who make this region an incredible place to live, work, and grow. If you’re inspired by the opportunity to make a real impact – while growing your career – we invite you to review the job description below and apply today. Together, we build something amazing—and we support you with benefits such as: Profit Sharing/401K Plan Health, Dental & Vision Insurance Tuition Reimbursement Paid time off Employee Assistance Program …and more! Job Title: Executive Administrative Assistant Here’s how you’ll make an impact Supports the Regional President and other Executive and Senior Vice Presidents with executive administration, overseeing confidential communications, calendar and meeting management, project coordination, travel logistics, and operational priorities. Ensures efficient execution of business activities while fostering strong relationships with internal and external stakeholders and maintaining the highest level of professionalism and discretion. Maintain calendars, schedule meetings, lunches, and events. Process conference registrations and make all travel arrangements. Timely processing of all invoices and monthly expenses, including club memberships, cash and mileage reimbursements. Assist Marketing with Canal Bank sponsorships. Track strategic initiatives and deliverables. Support incentive plan reporting and maintain dashboards. Support Market Team as needed. Enhance relationship management in WNY region. Support branch expansion initiatives by assisting with lease management and vendor relationships, track deadlines. Coordinate executive communications and visitor interactions, screen calls, manage inquiries, and ensure a positive, professional experience for guests and business partners. Assist with timely completion and distribution of various meeting materials, reports, presentations and expenses; proactively monitor and ensure all deadlines are met. Assist with audio, video, and food/beverage needs in meeting rooms as necessary. Coordinates conference room schedules. Manage administrative logistics for the Canal Bank Advisory Board, including onboarding of members, meeting invites and tracking responses and attendance, venue booking, food/equipment setup, presentations, and on-site meeting management. Coordinate and resolve IT, Help Desk, and Facilities requests to ensure smooth operations; oversee procurement of office supplies to support business needs. Manage incoming mail. Manage electronic and paper data storage in a consistent and concise format. Represent the bank through participation in community activities, boards, and events. Assist Corporate/Assistant Corporate Secretary with miscellaneous projects. Travel within the Western NY branch footprint. Execute additional duties and support activities as assigned. Conforms to General Performance Expectations as identified for all employees. Qualifications/Requirements Associates degree in related field preferred 5+ years of experience supporting Executive Leadership Team in a corporate environment; experience within the financial services industry preferred. Proactive, resourceful, and highly self-directed, with the ability to adapt communication style and approach across multiple channels, including phone, email, text, Microsoft Teams, video conferencing, and in-person interactions Demonstrate sound judgment, critical thinking, and strong problem-solving abilities. Manage confidential information with utmost care and professionalism. Proven ability to manage multiple priorities simultaneously, maintain strong attention to detail. Demonstrate…

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