Executive Assistant (I, II, or III)

Job Description

Job Description

The level of the position will be determined based on the candidate’s experience and qualifications.

Summary of IT Support and Technology-Related Job Description Tasks:

• Provide administrative and coordination support for the Technology Department and Data & Operations leadership, including awareness of key technology initiatives, strategic vendors, committee responsibilities, and executive priorities.
• Support technology-related meetings by preparing agendas, obtaining and organizing materials, minute taking, reviewing prior minutes and action items, tracking follow-up items, and ensuring leaders are prepared in advance.
• Coordinate scheduling and logistics for IT-related meetings such as vendor meetings, audits, walkthroughs, and executive technology discussions
• Demonstrates familiarity with common IT terminology and concepts, with the ability to quickly learn technology-related language, systems, and processes necessary to effectively support the department.
• Track technology-related commitments, deadlines, vendor follow-ups, audit-related items, and other action items through completion with accuracy, urgency, and minimal prompting.
• Performs all duties and interacts with internal and external customers in a manner that is expressly aligned with the Company's Core Values of approaching all actions with a “Voyaging Spirit” and being “Positively Ohana”. Exhibits core competencies that result in consistent delivery of positive Customer Interactions, Empowerment and Ownership and demonstrates key professional and performance skills such as Active Listening, effective Oral and Written Communication, Action and Solution Oriented and Thoroughness.

Primary Accountabilities for Executive Assistant I:

• Maintains calendars and schedules for assigned Executive(s), including appointments, meetings, conference calls, and other commitments.
• Coordinates meetings, including room reservations, logistics, agendas, materials, follow-up items, and communication with attendees.
• Coordinates travel arrangements and prepares related itineraries, expense reports, invoices, reimbursements, and other administrative documentation.
• Drafts, formats, edits, and distributes correspondence, reports, presentations, meeting materials, and other documents for executive review.
• Monitors deadlines, tracks open items, and follows up with internal partners to help ensure timely completion of tasks and deliverables.
• Manages assigned email and communication flow, identifies items requiring Executive attention, and escalates matters appropriately.
• Maintains confidentiality and discretion when handling sensitive business, personnel, customer, financial, or organizational information.
• Serves as a professional liaison with internal departments, external vendors, business partners, customers, and other stakeholders.
• Supports department meetings, team events, community events, projects, and initiatives through data gathering, document preparation, reporting, and administrative support.
• Demonstrates sound judgment, organization, attention to detail, follow-through, and the ability to prioritize competing deadlines.
• Identifies opportunities to improve administrative processes and increase efficiency within assigned responsibilities.
• Primarily supports 1-3 executives, and serves as back up to multiple other Executive(s) and administrative team members as assigned.

Primary Accountabilities for Executive Assistant II:

• Manages complex calendars and schedules for assigned Executive(s), proactively resolving conflicts, prioritizing time-sensitive matters, and ensuring the Executive is prepared for meetings and commitments.
• Coordinates executive meetings, department meetings, town halls, vendor meetings, and other engagements, including logistics, agendas, materials, notes, follow-up items, and related communications.
• Prepares, reviews, edits, and manages executive-level correspondence, reports, presentations, briefing materials, talking points, meeting packets, and other documents.
• Tracks key deadlines, deliverables, decisions, and follow-up items to help ensure projects and department priorities remain on schedule.
• Manages travel arrangements, itineraries, expense reports, invoices, timecards, procurement-related items, and other administrative responsibilities for assigned Executive(s) and, as needed, their direct reports.
• Reviews and escalates incoming communications, issues, and requests; identifies matters requiring immediate Executive attention and handles routine matters independently when appropriate.
• Serves as a key liaison between assigned Executive(s), internal departments, senior leaders, external partners, vendors, customers, and other stakeholders.
• Handles confidential and sensitive information with a high degree of discretion, professionalism, and judgment.
• Supports division, department, Bank-sponsored, community, and executive-level events, including planning, coordination, logistics, materials, and follow-up.
• Assists with special projects and may independently coordinate smaller projects or workstreams on behalf of assigned Executive(s).
• Gathers, organizes, and summarizes information or data to support executive decision-making, reporting, and project tracking.
• Develops and improves administrative processes, work procedures, templates, tracking tools, and communication methods to increase efficiency and consistency.
• Demonstrates resourcefulness and adaptability in resolving scheduling, communication, operational, and administrative challenges.
• May provide guidance, back-up support, or informal coaching to Executive Assistant I, Senior Administrative Assistant, or other administrative team members as assigned.
• Primarily supports 1-3 executives, and serves as back up to multiple other Executive(s) and administrative team members as assigned.

Primary Accountabilities for Executive Assistant III:

• Manages highly complex calendars and schedules for assigned Executive(s), including prioritizing competing commitments, resolving conflicts, coordinating time-sensitive matters, and ensuring the Executive is prepared for meetings, events, and key decisions.
• Serves as a trusted liaison between assigned Executive(s), Board members, senior leaders, employees, customers, regulators, investors, vendors, community partners, and other internal and external stakeholders.
• Prepares, reviews, edits, and manages executive-level correspondence, reports, presentations, briefing materials, talking points, meeting packets, and other confidential or time-sensitive documents.
• Reviews and manages incoming communications, requests, and issues; identifies matters requiring immediate Executive attention and independently handles or redirects routine matters when appropriate.
• Tracks critical deadlines, deliverables, approvals, projects, and follow-up actions to help ensure priorities remain on schedule and matters are completed accurately and timely.
• Coordinates travel arrangements, prepares itineraries, processes expense reports, manages timecards, reconciles invoices, and authorizes payments within approved authority and company guidelines.
• Handles confidential and sensitive information with the highest level of discretion, including matters related to business strategy, personnel, customers, financial information, Board matters, regulatory matters, and organizational decisions.
• Anticipates the needs of assigned Executive(s) by preparing information, materials, schedules, talking points, and follow-up items in advance.
• Supports executive-level events, division activities, Bank-sponsored community events, and internal or external functions for which the assigned Executive is responsible.
• Leads or supports significant special projects, process improvements, executive initiatives, events, or workstreams on behalf of assigned Executive(s).
• Compiles, organizes, summarizes, and analyzes information or data to support executive decision-making, reporting, presentations, and project execution.
• Establishes and improves administrative processes, work procedures, templates, tracking tools, filing methods, and communication practices to increase efficiency, consistency, and accountability.
• Demonstrates strong problem-solving skills, resourcefulness, adaptability, and sound judgment when addressing scheduling, communication, operational, and administrative challenges.
• Maintains a professional executive office environment and ensures interactions, materials, and communications reflect the standards of the Executive Office.
• Demonstrates strong technology acumen and the ability to quickly learn terminology, systems, priorities, and key vendors relevant to the assigned function.
• Coordinates high-level meetings and engagements, including scheduling, preparing agendas, managing logistics, distributing materials, recording key decisions and action items, and tracking outstanding items through completion.
• Primarily supports 1-3 executives, and serves as back up to multiple other Executive(s) and administrative team members as assigned.

Minimum Qualifications:

Education:

Executive Assistant I, II, or III:

• High School Diploma or GED equivalency required.
• Bachelor’s Degree from an accredited 4-year university, preferably in a related field preferred.

Experience:

Executive Assistant I:

• 3+ years of Administrative support experience in a corporate office supporting a senior manager or Executive-level leader. Experience in a financial institution, professional services, corporate environment, or regulated environment preferred. A Bachelor’s Degree in a related field may be substituted for 2 years of required work experience.

Executive Assistant II:

• 4+ years of Administrative support experience in a corporate office supporting a senior manager or Executive-level leader. Experience in a financial institution, professional services, corporate environment, or regulated environment preferred. A Bachelor’s Degree in a related field may be substituted for 2 years of required work experience.

Executive Assistant III:

• 5+ years of Administrative support experience in a corporate office supporting a senior manager or Executive-level leader. Experience in a financial institution, professional services, corporate environment, or regulated environment preferred. A Bachelor’s Degree in a related field may be substituted for 2 years of required work experience.
• 5+ years of Prior experience supporting senior executives, C-suite leaders, Board members, executive committees, regulatory meetings, or highly confidential leadership matters strongly preferred.

Physical Requirements & Working Conditions:

• Must be able to perform light physical work and to move or lift items including but not limited to boxes, files and papers up to 20 pounds unless otherwise as indicated.
• Must be able to operate and proficiently use standard office equipment, including phone, copier, personal computer and/or other work related mechanical or electronic devices and applications.
• Must be able to clearly communicate verbally and in writing with all internal and external customers. Must also be able to hear sufficiently to engage in daily discussions and interactions.
• Must be able to read and understand bank-related documents.
• Must be able to work in a conventional office setting, involving sitting at a desk or workstation for long periods of time. Must also be able to adapt to different work environments as needed to perform the job.

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.