Senior Executive Administrative Assistant

Senior Executive Assistant

Fremont Bank, one of the Bay Area's most respected and long-standing financial institutions, is seeking a strategic, hands-on professional to support the President and help advance the work of the President's Office. This high-impact role contributes to a mission-driven organization committed to excellence, community service, and strong client relationships.

The Senior Executive Assistant serves as a trusted strategic partner to the President, providing high-level administrative, operational, analytical, and communication support. The role maximizes the President's effectiveness through proactive management of priorities, executive communications, Board and leadership activities, strategic initiatives, and stakeholder relationships. The successful candidate will exercise sound judgment, maintain the highest level of confidentiality, anticipate needs, synthesize complex information into actionable insights, and help keep the President focused on the Bank's most important priorities.

Why Fremont Bank?

Founded in 1964, Fremont Bank is one of the oldest independently owned banks in the Bay Area and has been consistently recognized as a Top Workplace for the past 15 consecutive years. Our foundation is built on relationships with our clients, our associates, and our communities.

We offer:

• A people-first culture grounded in inclusion and excellence
• Deep community involvement and local reinvestment
• A mission-driven workplace where values and performance go hand in hand

The Fremont Bank Way

• Full-Service Banking with comprehensive financial solutions, advanced technology, and exceptional service
• No-Compromise Approach we help clients get to "yes"
• Core Values:
  • Go above and beyond for clients
  • Foster a supportive and empowering environment for associates
  • Deeply invest in the well-being of our local community

Key Responsibilities

Executive and Strategic Support

• Serve as a trusted strategic partner to the President, independently managing priorities, workflows, commitments, and competing demands on executive time.
• Synthesize complex business, financial, operational, and stakeholder information into concise briefings, presentations, insights, and recommendations that support executive decision-making.
• Anticipate the President's needs, proactively resolve issues, and monitor strategic initiatives, decisions, deliverables, and follow-up across leadership teams.
• Support annual strategy, budgeting, business reviews, financial reviews, and leadership planning activities.

Executive Communications and Stakeholder Coordination

• Draft, edit, and coordinate executive correspondence, presentations, reports, talking points, and internal communications on behalf of the President.
• Review and prioritize incoming communications, determining appropriate responses, escalation, and follow-up.
• Serve as a primary liaison between the President and executive leadership, associates, clients, community organizations, business partners, and other stakeholders.
• Represent the President's Office with professionalism, discretion, diplomacy, and consistency.

Board, Calendar, and Meeting Management

• Strategically manage the President's complex calendar, travel, meetings, events, and related logistics to ensure effective use of executive time.
• Prepare meeting agendas, minutes, action items as well as tracking deadlines and key deliverables.
• Ensure the President is fully prepared for Board meetings, business reviews, client engagements, leadership discussions, and external events.
• Coordinate activities with the Board of Directors, including calendars, agendas, meeting materials, presentations, governance records, minutes, and follow-up actions.
• Facilitate executive, leadership, Board, and enterprise-wide meetings through Microsoft Teams, telephony, and other collaboration platforms, coordinating participants, materials, logistics, decisions, and action items.

Projects, Records, and Operational Support

• Lead or coordinate confidential special projects, cross-functional initiatives, and process improvements with minimal supervision.
• Partner with Human Resources, Client Relations, Corporate Communications, executive assistants, and other Bank functions on executive priorities, events, and communications.
• Maintain confidential physical and digital records in accordance with Bank policies and applicable controls.
• Use Microsoft 365 and AI-enabled tools, including Copilot, to improve executive productivity, streamline workflows, and create executive-ready materials.
• Travel locally as needed and perform other duties as assigned.

Qualifications & Skills

• Associate or Bachelor's degree in Business Administration or a related field, or an equivalent combination of education and experience.
• Minimum eight (8) years of experience supporting C-suite executives, Presidents, CEOs, or senior executive leadership teams.
• Experience supporting Board of Directors activities and corporate governance processes preferred.
• Banking, financial services, or other highly regulated industry experience strongly preferred.
• Experience with Microsoft Suites (Teams, Word, Excel, Outlook, PowerPoint. CoPilot) intermediate to advance preferred
• Ability to create executive-level presentation materials, including graphs and illustrations, and proofread content for accuracy
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and collaboration
• Ability to manage multiple priorities with minimal supervision
• Strong organizational skills to manage tasks and projects and meet timeline requirements
• Patient, highly detail-oriented, and able to demonstrate grace under pressure
• Willingness to help and contribute to mission-critical initiatives
• Ability to learn and apply Fremont Bank's policies, practices, and Six Diamond experience standards
• Shows initiative, anticipates needs, and works independently
• Ability to use creativity and think outside the box
• Willingness to travel locally between the Livermore operations center and the Fremont main office as needed; remain flexible, and contribute as a team player

Physical Requirements

The physical requirements described below are representative of those that must be met to successfully perform the essential functions of this position, with or without reasonable accommodation.

• Ability to remain in a stationary position for extended periods (e.g., sitting or standing).
• Frequent use of a computer and other office equipment.
• Ability to communicate effectively with colleagues and customers.
• Occasionally move or lift items up to 1015 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

What Makes Fremont Bank Associates Thrive?

• Team Players who go above and beyond to support their colleagues
• Action-Oriented professionals who challenge the status quo and seek improvement
• Purpose-Driven individuals who understand and champion the bank's community impact

Benefits Snapshot

Health & Wellness

• Medical, dental, and vision insurance
• Flexible Spending Accounts (FSA, Dependent Care, Health Savings)

Financial & Retirement

• Employee Stock Ownership Plan (ESOP)
• 401(k) with employer match
• Performance-based bonuses or incentives

Work-Life & Perks

• Paid holidays, vacation, and sick time
• Free personal checking and savings accounts
• Home loan rate discounts
• Tuition reimbursement and professional development resources
• On-site gym and discounted health club memberships
• Employee Assistance Program (EAP)

Equal Opportunity Employer

Fremont Bank is proud to be an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees, regardless of race, color, religion, sex, gender identity, sexual