Executive Office Coordinator

Welcome to PeoplesBank! We are the largest mutually chartered bank in Western Mass and Northern Connecticut, we are proud to lead the way in green values, sustainable energy financing, and charitable giving. Our commitment to operating in the best interest of our customers is matched by our dedication to fostering an inclusive and engaging work environment. We offer excellent compensation, workplace flexibility, and a competitive benefits package to our associates. Our award-winning culture has earned us recognition as the Best Place to Work and Best Local Bank. Join our team of dedicated and innovative individuals and be a part of our dynamic, successful organization. Let's make a difference together!

Summary:

The Executive Administrative Coordinator serves as the primary point of contact and welcoming presence at our corporate headquarters in Holyoke, MA, delivering exceptional customer service to all visitors, associates, and external partners. This role supports the Executive Office through a wide range of administrative responsibilities, including calendar and meeting coordination, event planning, vendor liaison, and confidential support for executive leadership and board members. The ideal candidate is highly organized, detail-oriented, and adaptable, with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment. Proficiency in MS Office 365 and a strong commitment to professionalism and discretion are essential for success in this role. *On-site attendance is required for this role to ensure effective execution of duties and support for executive leadership.

Essential Duties and Responsibilities:

• Serve as the first point of contact for the Executive Office; greet and assist visitors, associates, and vendors in a professional and welcoming manner.
• Manage incoming calls and direct inquiries appropriately.
• Coordinate on-site visitor check-ins, determine purpose of visit, sign for deliveries, and notify relevant departments.
• Plan and support meetings and events as assigned by the Director of Executive Administration.
• Provide general clerical and administrative support to the Executive Office; serve as a backup resource as needed.
• Reconcile the CEO's monthly credit card statement.
• Prepare reimbursement submissions for Board Members and Executive Leadership Team.
• Track Board of Directors and Trustees meeting attendance and communicate updates to the Finance Department.
• Monitor and report Board of Director training hours.
• Assist the Executive Team with calendar management and meeting coordination.
• Provide backup support for the Board Portal.
• Maintain up-to-date contact lists and committee membership records for Board and internal stakeholders.
• Collaborate with Human Resources to coordinate event invitations.
• Manage on-site catering for Executive Office meetings and events, including setup and cleanup.
• Support special projects and provide administrative assistance to the Executive Team as needed.
• Act as liaison with external vendors, including:
  1. Water supply and equipment cleaning services
  2. Laundry and general cleaning services for associates
  3. Florist for weekly arrangements and memorial gifts
• Communicate building-related updates to associates as needed.
• Monitor and order supplies for the Executive Department and Gathering Room.
• Perform miscellaneous administrative tasks such as typing, data entry, and scanning.
• Complete all required annual compliance training and adhere to federal, state, and bank regulations.
• Other related duties as assigned.

Education and Experience:

• High School diploma
• 2 years of relevant experience
• Or an equivalent combination of education and experience

Skills Required:

• Excellent verbal and written communication
• Strong interpersonal and customer service skills
• Reliable, organized and attentive to detail
• Proven ability to manage time and deadlines
• Able to handle a fast-paced and at times stressful environment

Computer/Technical Skills:

Work Environment and Physical Demands:

The working conditions and physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is regularly required to sit, use hands to sort, write and keyboard, and to listen and speak. The associate is frequently required to reach, walk, stoop, crouch. The associate is occasionally required to stand, lift, bend, drive and travel.