Executive Administrative Assistant

Job Description

Job Description

Mission Bank is looking for an Executive Administrative Assistant to join our team! The position performs diverse secretarial and administrative duties involving high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment. Assists the Board of Directors and Board Committees as needed. Communicates with executive, administrative and management personnel to gather or convey information. Performs all regular secretarial, administrative and clerical duties. Enhances executive's effectiveness by providing information management support. Requires strong judgment and the ability to make effective, independent decisions that streamline the CEO’s workflow and improve time efficiency. Takes initiative, anticipates needs, and helps simplify the CEO’s decision-making process.

Essential Responsibilities, include but are not limited to:

1. Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
2. Maintains executive’s office by ensuring it is clean and organized daily
3. Provide support to Executive’s team members with administrative tasks
4. Prepare reports and presentations for internal and external Bank Associates by collecting, analyzing, and synthesizing information
5. Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents, collecting and analyzing information; initiating telecommunications
6. Use sound judgment to resolve issues and make decisions independently, escalating only when necessary to reduce demands on the CEO
7. Assess priorities, filter information, and recommend clear next steps to support efficient decision-making
8. Take initiative to anticipate needs and keep operations moving without delay
9. Provides historical reference by developing and utilizing filing and retrieval systems, and recording meeting discussions
10. Acts as a communication liaison between the executive and the Board at the Presidents/CEOs direction
11. Arranges corporate travel and meetings by developing itineraries and agendas, booking other transportation, and arranging lodging and meeting accommodations
12. Completes projects and special assignments, determining priorities, managing time, gaining the cooperation of others, monitoring progress, problem-solving, and making adjustments to plans
13. Improves quality results by studying, evaluating, and re-designing processes; suggested changes
14. Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
15. Must keep all information and knowledge confidential
16. Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies

 

Minimum Requirements:

• 5 years professional working experience
• Bachelor's Degree in related field
• Communicating effectively in writing as appropriate for the needs of the audience
• Consistently reliable and accountable in meeting commitments.
• Detail?oriented with a thorough and accurate approach to all tasks.
• Strong judgment and decision-making skills with the ability to act independently
• High initiative and ability to anticipate needs and resolve issues with minimal direction
• Experience supporting executive decision-making through prioritization and clear analysis
• Project a businesslike professionalism to the client in both appearance and manner
• Ability to work with minimal supervision while performing duties

Desired Skills:

• 4 years' Administrative Assistant Experience
• 2 years' experience working with boards and executives
• Demonstrated ability to handle confidential information appropriately
• Excellent verbal and written communication skills including the ability to communicate with all levels of management, executive/senior staff and clients
• Proficient in Microsoft Office applications including Outlook, Microsoft Excel, PowerPoint and Word
• Proficient in Microsoft PowerPoint to format high level presentations
• Attention to detail in composing, typing, proofing materials, establishing priorities, flagging items for executive’s attention and meeting deadlines
• Professional conduct and discretion exhibited at all times

Target Compensation: $84,395 - 105,000 per year, depending on experience.