Administrative Assistant to the CLO

Job Description

Job Description

CLASSIFICATION:  Non-exempt

REPORTS TO:  Chief Banking & Chief Lending Officer 

DATE:  July 31, 2026

JOB DESCRIPTION

Summary/Objective

Provides support to the Chief Lending Officer and the commercial banking team, ensuring efficient operations and effective communication within the commercial lending department and with stakeholders. Responsible for a variety of tasks and projects.

Essential Functions


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Will make our promise of “Service Beyond Expectations” Begins with Me real and believable by following our defined principles
• Perform regular administrative tasks for Chief Lending Officer including memo and letter writing, managing the incoming and outgoing items, and schedule.
• Coordinate and organize weekly, monthly and quarterly meetings. 
• Communicate directly with regional presidents on reporting requirements and monitoring the submission of reports on a monthly basis.
• Updates new commercial lending processes and procedures as needed.
• Manage organization and preparation of reports to be submitted to quarterly business meetings
• Maintain the agenda and minutes of departmental meetings. 
• Maintain organizational charts as staff changes take place within commercial department 
• Manage assigned company credit card receipts and statements.
• Assist commercial lending team with training schedules, hotel reservations, etc.

• Understand applicable legal and regulatory matters directly related to loan documentation and lien perfection.

• Assist in answering phones or waiting on customers in the Loan Reception area, if applicable

Other Duties

• Ensure loan files contain the applicable forms, documentation, proper signatures, dates and other relevant information by using a checklist.
• Responsible for disbursement of loan proceeds before file is sent to Loan Processing. Send payoffs to the appropriate location – cut checks for attorney, appraiser, etc., - Prepare all tickets and record on the boarding sheet.
• Process loan wires through the wire system.
• Scan/Index all loan items, loans, extensions, correspondence, appraisals, etc. into loan file.
• Forward all applicable original loan documents for storage in the collateral vault.
• Forward the loan file to the Loan Processing Department by set guidelines.
• Provide administrative assistance to the Loan Officer. Take and relay messages, schedule and maintain the Loan Officer’s appointments/meetings, answer routine inquiries, and exchange factual information.
• Perform various clerical duties including filing, faxing, photocopying and word processing.
• Prepare a variety of letters and forms utilized within the Loan Department.
• Contact and maintain regular contact with bank customers, community partners and other outside sources to obtain necessary information.
• Resolve customer problems and follow up on details to resolve the matter.
• Review the status of pending loans and follows-up for timely completion.

Skills/Abilities

• Must be able to maintain utmost discretion with private and confidential information.
• Strong computer skills including Excel, Teams, PowerPoint, Word.
• Excellent written and verbal communications skills.
• Great customer service skills.
• Stay abreast of current developments in loan policy and procedures through reading, research and formal education.

 

Supervisory Responsibility

This position does not have supervisory responsibilities.

Work Environment

This job operates in an office setting, the opportunity to telework is not available. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Office environment with job duties conducted via telephone, face to face meetings, and on the computer. 

Physical Demands

This position requires manual dexterity, the ability to lift files and open cabinets. This position requires bending, stooping or standing as necessary. 

Travel

Limited local travel may be required for this position.

 

Education and Experience

• 2 years of administrative experience is required.
• Related commercial banking experience is preferred.

Equal Employment Opportunity/M/F/disability/protected veteran status

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.