Job Summary

The Senior Administrative Assistant plays a vital role in supporting the Executive Vice President (EVP) and the Policy & Supervision leadership team. This position offers an opportunity to work closely with senior leaders in a fast-paced, mission-driven environment.

The Senior Administrative Assistant position requires a strong understanding of internal workflows, the ability to produce and edit high-quality written content, and effectively manage a diverse and fast-paced workload. The ideal candidate is highly organized, detail-oriented, proactive in anticipating needs, and skilled at communicating with a range of stakeholders.

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.  Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.  Other duties may be assigned to meet business needs.

• Research, prioritize, and follow-up on incoming issues and concerns addressed to the EVP and leadership team, including those of a sensitive or confidential nature. 
• Provide a bridge for smooth communication between CSBS internal departments, demonstrating leadership to maintain credibility, trust and support with senior leaders.

• Provide general administrative support including scheduling meetings, making travel arrangements, word processing, record keeping, fielding incoming calls, calendar support, processing expense reports and invoices, arranging conference calls and webinars, performing data entry in a variety of databases, using other office automation tools and services, and create and update reports, exhibits, charts, graphs, etc.
• Manage and ensure the accuracy of required documentation for expense payments for Policy & Supervision staff. Leverage problem-solving skills to address discrepancies efficiently, maintain compliance, and anticipate potential issues to streamline approval processes.
• Provide administrative support for the legislative, regulatory, supervisory processes, and non-depository supervision committee meetings (and subordinate working groups or taskforces) and distribute agendas and recaps of the meetings as needed.
• Provide administrative support to the FFIEC State Liaison Committee.
• Coordinate and work collaboratively with representatives from other CSBS business units regarding general administrative requirements including meeting coordination, research and resolution of interdepartmental issues, etc.
• Coordinate and organize key meetings to include meeting locations, hotels, restaurants, travel arrangements, audio visual logistics, and meeting materials.
• Reconcile various contact lists to ensure accuracy.
• Maintain Policy & Supervision SharePoint sites.

• Manage business unit policies, processes and procedures (and related documents) ensuring the documents are properly catalogued, regularly reviewed and/or updated, and made available to the business unit team.

• Support the calendar and scheduling needs of the leadership team.

• Maintain confidence and protect operations by keeping information confidential.
• Facilitate a positive and collaborative working relationship with other administrative staff throughout CSBS.

Additional Responsibilities

• Provide reception desk coverage on a rotating basis, for lunch coverage, during absences, and as needed.

• Participate in cross-functional CSBS committees or work groups as appropriate.

• Conduct a variety of research efforts either in response to a request for information or on an ongoing basis to provide current information to business unit members.
• Support special projects within the business unit as assigned.

Minimum Qualifications

To perform this job successfully, an individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required.

Education and Experience

• Bachelor’s degree required.
• At least one year of experience supporting teams, projects, or administrative functions in a fast-paced, collaborative environment.
• Experience with virtual collaboration tools (e.g., Microsoft Teams, Zoom) and familiarity with iMIS, Concur, and Informz is a plus.
• Experience in policy, supervision, or association/non-profit sectors is a plus.
• Experience supporting C-suite executives or senior leaders in a non-profit or association setting is a plus.

Knowledge, Skills, and Abilities

• Strong writing, editing, and proofreading experience in a business environment.
• Ability to provide support for a team with multiple responsibilities.
• Demonstrated ability to learn, use, and master office software tools, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), Adobe, SharePoint, and customer relationship management (CRM) platforms.
• Ability to manage multiple competing priorities with resilience, maintaining focus under tight deadlines.  Complete most tasks independently with appropriate guidance.
• Strong interpersonal skills to build and sustain relationships across departments, fostering collaboration, and a shared sense of purpose.
• Quantitative skills - ability to create, modify and use spreadsheets to perform basic quantitative computations and analysis involving a variety of topics.
• Discretion, tact, judgment and poise - must work under general instructions on a wide variety of projects, produce accurate results, and work well with other staff, members and other individuals and organizations.
• Prioritization - set priorities which accurately reflect the relative importance of job responsibilities.  Prioritize assignments to complete work in a timely manner
• Confident and pleasant - know what you need from others, be clear about what others can expect from you, and work with others to keep things running on time.
• Strong attention to detail with the ability to understand the bigger picture, identifies errors, resolves discrepancies, and implements processes to improve accuracy.
• Strong oral and written communication skills.
• Organized - proactively manage both consistent/recurring timelines and deadlines, as well as manage a regular flow of items that can be both urgent and important, but not necessarily in sync with other deadlines and responsibilities.
• Analytical - highly organized and thoughtful in approach, analytical with the ability to make good decisions.

Requirements

• Due to the nature of CSBS’s business in support of state financial services supervision, all CSBS employees have the potential of interacting with confidential information related to the supervision of financial services companies (“Confidential Supervisory Information”). As a result, in addition to general business conflicts of interest, all CSBS employees are expected to disclose conflicts of interest in financial services companies on at least an annual basis and to proactively avoid such conflicts.

• Protect the confidentiality, integrity, and availability of CSBS information and information systems in accordance with CSBS policies and procedures.  

Values Instilled Behaviors for Excellence (VIBE)

At CSBS, work-life balance isn't just a policy; it's our VIBE! We recognize that our team members have lives that deserve attention and care. That’s why we create strong, supportive relationships that help everyone grow both professionally and personally. We honor each other's expertise and speak the truth, even when it’s a bit awkward. And guess what? This honesty creates a vibe of respect and trust that powers our efficiency and our excellence. It lets us chase those career goals while also nurturing our personal pursuits. At CSBS, you can thrive at work and at home—it's the best of both worlds!     

Just like a healthy work-life, collaboration is an essential part of CSBS’s mission. In fact, it is the heartbeat of everything we do! We're all about pitching in, giving props to our colleagues, and having each other’s backs. This allows us to push ourselves to our maximum potential and embrace those bold risks and innovative solutions. No matter what comes our way, our commitment to communication and teamwork strengthens us. We at CSBS are on mission and on the move, tackling all challenges together!    

Working Conditions

• General office.
• Some travel may be required.

This job description should not be construed to imply that these requirements are the only standards for the position.  Incumbents will follow any other instructions and perform any other related duties as may be required.  CSBS has the right to revise this job description at any time.  CSBS is an “at will” employer and as such, neither this job description nor your signature constitutes any form of contractual arrangement between you and CSBS.