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Canandaigua National Bank & Trust Executive Assistant (IT) in Pittsford, New York

Executive Assistant (IT)

Canandaigua National Bank & Trust

Location: Pittsford, NY (onsite)

What does an Executive Assistant for the IT Department do?

The Executive Assistant reporting to the Executive Vice President (EVP) of the Information Technology (IT) department will offer executive level support. This position requires strong project management and decision-making skills, along with meticulous attention to detail and a high concern for quality. This role requires the ability to juggle many priorities at once and to shift focus as necessary throughout the day. It serves as a liaison to other departments and company-wide activities and thus should represent IT in a professional and positive manner. This position varies day to day and requires the ability to discreetly handle confidential information while providing professional and team-oriented levels of support.

  • Providing administrative assistance in the implementation of activities and responsibilities related to the Information Technology department.

  • Proactively managing the daily evolving calendar of the EVP, including working with department staff, team leads and directors, executives and staff from other internal departments, outside vendor representatives, etc. to schedule meetings, follow up on requests for availability, accept and decline meetings, reschedule meetings, and negotiate the best times when attendees can be available.

  • Arrange for the proper meeting space, ensure equipment is available and in working order, set up for WebEx as needed so meetings start in a timely manner.

  • Coordinate larger meetings by booking the appropriate conference room, sending maps to the office to outside visitors, meeting visitors and obtaining temporary security badges for them. Ensure that security badges are returned.

  • Manage conference room requests for rooms in our building. Ensure main conference room is stocked with drinks and supplies and tables and chairs are arranged as needed. Order and coordinate delivery of food when requested.

  • Take meeting minutes or type up handwritten notes and synthesize information into distributable notes and action items to senior management.

  • Assist with the Information Technology Annual Report by collecting statistics, creating graphs, running project reports from Workfront, reviewing and revising content provided by others, adding all elements into one professional document.

  • Assist with the monthly Department Report, including reminders to Team Leads and Directors regarding due dates, following for submissions, gathering information on new employees, promotions and moves, Way To Go’s and any other team information. Input all into a PowerPoint document for presentation at the monthly meeting.

  • On a (minimum) weekly basis, check OnBase/Unity for invoices that need to be sent to the correct director for approval.

  • Assist with the annual Business Continuity Program (BCP) exercise. Handle all changes necessary to the Emergency Operations manual including sending the updated Text Tree, Org Chart and Seating Chart.

  • Assist with tracking corporate card expenses.

  • Assist with annual budget and quarterly forecasting activities for IT.

  • Place supplies orders and facilities requests when needed.

  • Act as a liaison to other departments to improve communication regarding IT initiatives.

  • Organize important documents, forms, and reports.

  • Print, scan, mail, copy, file and other tasks as needed.

  • Develop presentations utilizing visual tools to create graphic representations and road maps.

  • Provide assistance with technical documentation of systems, interfaces, data flows and infrastructure. Document processes and procedures in text and flow charts.

  • Assist with quality control reviews of data and documents.

  • Manage the data gathering and coordination of Regulatory and Audit related activities.

  • Manage effective communications with Senior Management by providing prompt response to phone calls and email communication whenever possible.

  • Work closely with staff to ensure timely provision of back-up and informational materials relevant to meetings (agendas, meeting summaries and minutes).

  • Manage travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, hotels, transportation, meeting agendas and necessary contacts, as well as other information.

  • Communicate with the IT Department Directors, Managers, Team Leads, and appropriate staff personnel as needed.

What is needed to be successful in this role?

  • An associate degree in the field of business, computer science, or equivalent work experience. A bachelors degree is preferred.

  • A minimum of five (5) years' experience in related positions normally required.

  • Minimum two (2) years’ experience assisting at an Executive Level.

  • Experience in Information Technology strongly preferred.

  • Experience in banking/financial services preferred.

What makes working at CNB different?

At CNB, we are Investing in You. Our strong corporate culture is based upon seven Core Values: Honesty and Integrity, Responsibility, Teamwork, Respect, Innovation, Professionalism, and Commitment. Our culture nurtures passionate employees and offers great rewards including:

  • Medical, Dental, Vision, FSA, HSA options for both part-time and full-time employees. Medical coverage is also offered for domestic partners.

  • Paid Holidays, Vacation, and Sick time.

  • Retirement benefits that include a 401(k), Profit Sharing, and Employee Stock Ownership Plan (ESOP).

  • Training & Development Opportunities.

  • Tuition Assistance.

  • Volunteer Opportunities.

  • Award Winning Wellness program that promotes a solid work/life balance.

  • Banking perks and discount programs.

Our goal is to ensure that our bank, employees, and our community thrive and grow, now and for the next 135 years. We're in it for the long haul. What truly sets us apart from other financial institutions is the quality and commitment of our employees. We've assembled a diverse team of people who share a primary focus: to provide exceptional service for our customers.

As an organization, we are committed to hiring, training, developing, promoting, and celebrating employees from historically disadvantaged groups. At CNB, we welcome the unique contributions that you can bring in terms of ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, religion, disability, sexual orientation, education, and culture.

As the only local, full-service, community-owned financial institution in the Rochester area, Canandaigua National Bank & Trust is Investing in You. If you want to be a part of something special, join us today!

Canandaigua National Corporation and its subsidiaries encourage diversity in the workplace; we are an Equal Opportunity Employer. Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran.