Administrative Assistant

Administrative Assistant

This position reports to the Executive Assistant of the CEO and provides administrative support to the Executive Department. Responsibilities include assisting with the coordination of all aspects of the Vendor Management Program. Responsibilities include classifying, recording, and obtaining information. Performing any combination of routine clerical duties in the organization. This position is responsible for duties too varied and diverse to be classified in any specific office clerical occupation. Assignments may include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing. Frequent use of personal vehicle is required.

Essential Functions:

• Assist with the day-to-day operations of the Vendor Management Program. This includes setting up a vendor profile in the Venminder system, assisting the product managers and oversight task owners in document collection, oversight task and review completion.
• Assist in ordering necessary analysis reports for oversight task completion.
• Maintain the vendor review schedule and document the progression of the review.
• Prepare various Board and Management reports.
• Must maintain extreme confidentiality in all work-related matters.
• Perform general office duties such as filing, scanning and handling routine correspondence for Executive Assistant.
• Perform secondary reviews to verify the accuracy of stock transactions, shareholder information and annual meeting voting.
• Provide administrative support for shareholder meetings and routine shareholder correspondence, such as mailing stock certificates, dividend checks and annual meeting notices.
• Assist in the annual shareholder meeting with the planning and execution of the event with multiple departments.
• Responsible for setting up/putting away computers for meetings.
• Coordinate bank meetings that include bank provided lunches associated with the meetings. Includes ordering and delivery to appropriate locations. Scheduling and coordinating off sight meeting locations.
• Perform quarterly follow up on dividend checks or more often as needed.
• Maintain and gather various reports on a daily, weekly, monthly, quarterly and annual basis as directed.

Skills:

• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking - Talking to others to convey information effectively.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Time Management - Managing one's own time.
• Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
• Service Orientation - Actively looking for ways to help people.
• Communication - Excellent verbal and written communication skills.

Attributes:

• Written Comprehension - The ability to read and understand information and ideas presented in writing.
• Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Category Flexibility - The ability to generate or use different sets of rules for combining or grouping things in different ways.
• Near Vision - The ability to see details at close range (within a few feet of the observer).
• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Perceptual Speed - The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.

Working Conditions:

The work for this position is conducted in an Executive office of our bank and there is a requirement for travel locally.

Experience and Education:

Bachelor Degree Preferred with over 2 years of administrative experience. Proficiency in Microsoft Office Suite and other job related specialized computer software is preferred.

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