Executive Assistant - Legal & Finance

The Executive Assistant to Legal and Finance will provide high-level administrative support to the General Counsel (GC), Deputy General Counsel (DGC), and Chief Financial Officer (CFO). This role will provide comprehensive support for the GC, DGC, and CFO, including serving as a key point of contact for internal employees and external business partners. The ideal individual will be proactive in approach, possess excellent judgment in a variety of situations, demonstrate superior written and verbal communication skills, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities.

In line with established policies and procedures, working with minimal supervision and direction, this role performs a wide variety of administrative and staff support services. This role will operate under the direct supervision of the GC,DGC, and CFO and will assist other internal attorneys and Finance leaders as assigned. This role will interact professionally with the Mechanics Bank (“MB”) Board of Directors (“Board”), Management committees, and senior executives utilizing excellent verbal and written skills. This role will frequently interact with management within and outside of the company, comfortably communicating with customers, vendors and visitors and flawlessly handling confidential and critical details. This role will also be responsible for anticipating the needs of the executive and internal teams and flexibly accommodating work schedules. This role will be responsible for greeting guests; screening calls; managing calendars; making travel, meeting and event arrangements; maintaining records; and preparing reports, financial data and communications. This role works with the entire legal team across the broad range of legal initiatives on a daily basis including litigation, intellectual property, corporate governance, licensing, mergers and acquisitions, and general legal and regulatory compliance matters. This role performs a variety of complex and confidential duties in assisting the GC,DGC, CFO and legal/finance teams using tact, diplomacy and discretion, and exercise independent judgment.

What you will do:

• Manage complex, fast-changing calendars, using sound judgment in mapping out day-to-day meetings, events, and responsibilities. Plan, coordinate, and ensure schedules are thoughtfully and effectively constructed with an eye to supporting expressed priorities.
• Arranges Board and committee meetings (including preparing “Board packages”, “committee packages”, making meeting arrangements, etc.) and assists in conducting meetings by operating equipment, scheduling presentations, etc., as assigned. As requested, provides reports for and interacts with government and regulatory offices on matters affecting MB. Drafts letters, reports, and various other communications and documents. Collects and analyzes information and initiates communications including responses to basic client and department concerns. Produces information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. Performs all other job duties as assigned by a supervisor.
• Administer programs, projects and/or processes specific to the operating unit assigned.
• Conserves the executives' time by reading, researching and routing correspondence. Maintains the executive’s appointment schedule by planning and scheduling meetings, conferences and travel. Assists clients and staff, in person or on the telephone, and answers or directs inquiries to the appropriate party. Maintains client and staff confidence and protects operations by keeping information confidential. Maintains and monitors expenses and invoices approved by executives.
• Organize internal and external meetings, including logistical and substantive preparation (i.e. securing venue, ordering/setting up catering, and managing communication to employees).
• Completes projects by assisting, coordinating and following up on results. Maintains information and provides historical reference by organizing and filing records in a secure and retrievable manner. Maintains professional and technical knowledge by reviewing professional publications and establishing personal networks. Contributes to a team effort by accomplishing related results as needed in support of the executive’s goals and objectives.
• Frequently compose, proofread, and finalize complex correspondence, documents, meeting minutes, reports, and board meeting materials, using experience and judgment.
• Ability to make arrangements, monitor, and follow up in a timely manner to meet compliance and business needs.
• Ability to work independently, manage sensitive work and engage resources as required. Meeting and event planning skills, including developing and managing logistics, vendors, and project plans. Coordinate RSVP lists and logistics for off-site client events.
• Demonstrate ability to be proactive, take initiative and exercise good judgment, discretion and confidentiality in all tasks. Run and distribute various weekly, monthly and quarterly reports.
• Works with the legal and finance teams on a wide range of initiatives. Manages the online legal invoicing database, including opening and closing of matters, generating spending reports, and ensuring timely processing of invoices.
• Manages the litigation process from service of initial complaint through retention of counsel, maintaining a litigation database, issuing and coordinating multiple legal holds, and working with the Corporate Insurance Manager to tenderi and coordinate multiple insurance claims.
• Collaborate with other legal and finance staff to ensure smooth operation of all Legal Department functions, and provide backup support as needed.
• Provides analytical and specialized assistance to prepare reports, presentations and special projects.
• Maintains office supplies inventory and ensures operation of office equipment. Retrieve, sort and distribute mail for C Suite executives. Will keep the kitchen and surrounding areas presentable and take care of catering when required. Provides office/phone coverage and back up for other Executive Assistants, including the Executive Assistant to the CEO as needed.
• Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
• Manage all travel scheduling and arrangements.
• Provide a bridge for smooth communication between the executives and internal teams; demonstrating leadership to maintain credibility, trust, and support with staff.
• Ensure consistent and efficient interaction with other executive assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
• Answer telephone calls, tactfully handles inquiries, and greets visitors.
• Travel Required: 0-10%

Who you are:

• High School or GED required.
• 4 Year / Bachelors Degree preferred.
• Additional experience may be considered in lieu of degree.
• 5 Years of High-level executive support required.
• 3 Years of Event planning preferred.
• Notary Public preferred.
• Performs diverse complex administrative duties involving strategic and often bank-wide projects.
• Minimum typing speed of 60 wpm with accuracy.
• Strong MS Office skills (Outlook, Word, Excel, PowerPoint, and SharePoint).
• Must possess excellent human relations, communication and business writing skills, and exercise good judgment.
• Possess effective time management skills. Must be able to work well under time constraints and manage conflicting priorities.
• Must have strong organizational skills, accuracy and attention to detail.
• Demonstrate teamwork in facilitating workflow. High level of cooperation with others and responsive to the Bank’s needs.
• Exhibit high degree of professionalism and confidentiality in handling and having access to sensitive information.
• Demonstrate excellent customer service skills.
• Knowledge of State and Federal banking regulations highly preferred.
• Expert knowledge of MS Office (Outlook, Word, Excel, PowerPoint and Access) and Internet skills.
• Must understand basic concepts of corporate organization, corporate governance and banking.
• LANGUAGE SKILLS:
  • Ability to read, analyze, and interpret general business periodicals, professional journals, or governmental regulations. Ability to write reports, business correspondence, and desktop procedures.Ability to effectively present information and respond to questions from Board members, managers, clients, customers, and the general public.
• MATHEMATICAL SKILLS AND REASONING ABILITY:
  • Ability to calculate figures and amounts.
• Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

ADA Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit and talk or hear, and use hands to finger, handle, or feel objects, tools, or controls.
• The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision.
• The noise level in the work environment is usually moderate.

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Pay Range: $32.00 - $42.00 hourly

AIP Bonus up to 10%

Our comprehensive employee benefits program is designed for you to live your best life at work, home, and everywhere in between. Employees working 25 hours or more per week are eligible for health benefits effective the first day of the month following or coinciding with their date of hire.
Benefits package includes[1]:

• Medical, prescription, dental, and vision coverage for employees and their eligible family members

• Employer paid Employee Assistance Program, Life Insurance, AD&D, and Disability benefits

• Health Savings Account with employer contribution

• Healthcare and Dependent Care Flexible Spending Accounts and Commuter/Parking Benefit

• 401(k) and Roth 401(k) with company contribution

• 529 Education Savings plan, Tuition Reimbursement Program and Student Loan Assistance Program

• Supplemental Health plans, Voluntary Legal and Identity Theft Services

• 11 paid holidays, paid Sick days (accrual of one hour for every 30 hours worked), up to 25 paid vacation days, and 16 hours of paid volunteer time throughout the calendar year

• Free personal checking and savings account; Discounted rates on primary residence loan with $0 origination fees (restrictions apply)

Final compensation package will be determined by the work experience, education, and/or skill level of the applicant along with internal equity and alignment with geographic market data.

• Mechanics Bank is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, religion, national origin, age, genetic information, veteran status, or on the basis of disability, gender identity, sexual orientation or other bases prohibited by applicable law.

• Please view Equal Employment Opportunity Posters provided by OFCCP here.

• To learn more about Mechanics Bank’s California privacy and security policies, including your right to a Notice At Collection as a California Resident, please visit

  California Privacy Policy for Prospective Employees | Mechanics Bank

[1] The benefits listed in this job posting reflect the Bank’s most reasonable and genuinely expected benefits offered for this position.