Executive Administrative Assistant

Job Description

Job Description

Job Summary:

The Executive Administrative Assistant reports to the EVP, Corporate Secretary and is responsible for providing comprehensive support to the Corporate Secretary, CEO, Board of Directors, and the Executive Team. 

This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. 

Performs a wide variety of administrative duties in support of the Bank leadership and with adherence to Bank policies and procedures.

Principal Responsibilities:

Responsible for developing and coordinating Internal Committee Meetings through the electronic portal. Develop communications, invitations, schedule meetings, draft agendas, develop, compile and distribute presentation materials and record meeting minutes. 

Co-ordinates internal meeting schedules, reminders and coordinating materials.

Provides calendar management for CEO and Executive Team. Prioritizing emails and calls when necessary. Prioritize inquires and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day to day engagements.

Maintain comprehensive and accurate records and documents. 

Design and produce complex documents, reports, and presentations. 

Serves as backup for organizing meetings, scheduling, reminders, and taking minutes during Committee and full Board meetings, for the Corporate Secretary.

Assist with special projects. 

Compose and prepare correspondence, maintain contact lists, make travel arrangements, and complete expense and mileage reports as needed for Executive Team. 

Partner with Executive Team and keep them well informed of upcoming commitments and responsibilities as needed. 

Maintain open communications with Technology Department to ensure all meeting technology is running smoothly and is prepared for meetings. Provide information as needed.

Answer phone lines, and respond to inquiries for CEO, Executive Team, and Corporate Secretary. Process and distribute mail to the Executive team. 

Performs any functions necessary, within scope of authority and expertise, to provide the highest level of service.

Perform related work as assigned.

Represents the Bank through participation in various community and industry related activities. Actively promotes interest in the Bank whenever and wherever possible. Performs all duties in accordance with prescribed regulatory compliance guidelines.

Education/Experience Requirements:

Bachelor’s degree. 5 - 7 years business experience, preferably in banking. Strong organizational, communication, and written skills. Ability to communicate with senior management and directors. High degree of professionalism in dealing with diverse groups of people: employees, customers, Board members, vendors. Ability to multitask. Skilled at self-learning. Ability to complete a high volume of tasks and projects with little or no supervision. Technical proficiency and problem-solving skills. Proficient computer skills including Outlook, Word, Excel, and PowerPoint. Frequent travel to internal and board meetings. Frequent travel to community programs and events. Must have a valid driver’s license and insurance.

Initiative:

Ability to work independently. Self-starter. Strategic thinker. Partners with senior level management, and board representatives. Works with policies and general objectives.

Responsibility:

Will have access to confidential information and will be required to protect this information. Will need to present a professional image in all communications and presentations with internal and external individuals, and Directors. 

Supervision:

Does not directly supervise anyone at this time. Has the ability and opportunity to influence Executive team and employees.

Position Conditions:

Normal. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle controls; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop or kneel. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.