Executive Assistant to Chief Executive Officer

Executive Assistant to the CEO - Houston

SUMMARY

Primarily Supports Executive Management, Chief Lending Officer and assist with Commercial Lending as necessary. Responsible for providing administrative support for executives, primarily performing advanced complex, diverse and confidential administrative support duties. Works independently. Requires knowledge of Bank practices, policies, programs, business and organization of Wallis Bank. Must demonstrate tact, diplomacy, discretion, independent judgment, a positive work attitude and initiative on assignments and communications of a highly sensitive nature. May direct the work of other support personnel.

DUTIES AND RESPONSIBILITIES

• Handles the day-to-day administrative duties, monitors deadlines and follows up on pending matters.
• Interacts continuously with various Bank executives to resolve issues.
• Inputs and retrieves data utilizing knowledge of various computer data systems. Types correspondence, reports, memoranda, special projects, technical papers and related materials for Executives. Formats documents and determines page layout and selection of different fonts.
• Initiates and independently researches complex information requests, compiles statistics, gathers, analyzes and summarizes data for projects and reports, prepares the materials and determines method of presentation.
• Receives and screens telephone calls, mail and visitors. Routes callers, takes messages and answers questions on behalf of Executives. May interact with Bank clients to schedule appointments, answer questions and resolve highly complex issues. May act as information source for the Executives.
• Composes letters and memoranda from verbal direction or knowledge of Bank’s policies, procedures and functions. Initiates responses to correspondence for Executives or own signature.
• Organizes and maintains files, correspondence, records and other documents.
• Other administrative/general tasks.
• Coordinate Executive/Senior Management group coverage (i.e., vacations, training and temporary assistance)
• Maintain confidentiality of information
• Prepare outgoing mail and correspondence, including e-mail and faxes.
• Effectively communicate with prospects and customers both by phone and in person.
• Assist with expense reports.
• Completes annual required compliance training.
• Must be willing to participate in at least one CRA related event.
• Performs other duties as assigned by management.
• Act as Secretary to the Bank Loan Committee and Director’s Loan Committee, including taking minutes.
• Scan all Loan approvals to the appropriate folders in the L Drive.
• Produce the Past Due and Coming Due Report for Management, Lending Officers and Lending Assistants
• Co-ordinate/Manage changes to Bank Policies
• Vetting new vendors (i.e. attorneys, approved appraisers, environmental engineers, title companies, etc.) and maintaining the appropriate List.
• Responsible for ordering all appraisals and environmental reports.
• Act as the liaison and manage the process for all approved Concept Memos for Executive Management approval (i.e. scan upon Executive Management approval, distribute to Lenders and Underwriting, manage the filing, etc.).
• Coordinates Executive Management calendar meetings and travel arrangements.
• Coordinates Executive Management business luncheons, seminars, training events.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

• Associate's Degree (AA) or equivalent from a two-year college or technical school, or six months to one year related experience and/or training, or equivalent combination of education and experience.
• Computer skills required: Highly proficient in all Microsoft Office applications (Word, Excel, PowerPoint, and Outlook); Need to be current with technology and tech savvy.
• Other skills required:
• Exceptional interpersonal skills. Enthusiastic, self motivated, calm and effective under pressure; highly collaborative and team oriented.
• Functions independently and take end to end ownership of projects.
• Strong analytical and problem solving skills and ability to provide creative solutions.
• Able to function in a fast paced environment; can adequately handle ambiguity.
• Forward things and demonstrates confidentiality and strong judgment in all types of situations.
• Ability to calculate figures and amounts and to apply math concepts.
• Willingness to learn new tasks and approaches for accomplishing assignments.