Executive Assistant

The Executive Assistant (EA) will provide high-level administrative support to the Executive by managing schedules, coordinating meetings, and handling communication. The EA serves as a trusted partner, ensuring the executive’s day-to-day operations run smoothly while maintaining confidentiality and professionalism.

Responsibilities:

• Manages the Executive's calendar (schedules meetings, interact with internal and external stakeholders, resolve meeting conflicts, etc.,)
• Liaise with Leaders to schedule meetings and where appropriate
• Schedules personal and business travel and collects relevant details related to travel i.e. conference schedule, venue, agenda; considers leeway time and travel time between meetings in other cities
• Prepares and submits Executive’s expense report by collecting necessary documentation and ensuring accuracy in compliance with the Bank’s travel and expense policy
• Assists in the timely management of communications, including written, telephone, email, and voicemail
• Route documents for signature
• Books travel for executive and, when necessary, new hires as directed by EVP
• Organize internal events such as private dinners and receptions of less than 50 attendees
• Greets and checks-in prospects, clients, candidates, and other guests for meetings and events
• Create and edit various documents and decks for internal and external presentations and events
• Assist in file organization and file relevant documentation in a coherent system
• Compose and prepare correspondence that is sometimes confidential; maintain confidentiality of sensitive information with utmost discretion
• Create and edit various documents and presentations for internal and external speeches and events
• Aid in the promotion of a positive workplace culture by providing support and assistance in various events, projects, and activities of the division which includes but is not limited to the annual sales summit, strategic planning meetings, employee appreciation day, commercial colleague recognition, etc.
• Assist in onboarding new hires as needed.
• Maintain a daily physical presence in the San Diego Office

Qualifications:

• Bachelor's degree
• 1+ year’s experience supporting C-Suite executives
• Organized and attentive to details
• Excellent written and verbal communication skills
• Able to handle sensitive information with confidentiality and utmost discretion
• Able to multitask and adapt to rapidly changing situations