Executive Assistant

Job Type


Full-time

Description

Position Summary:

Provides administrative support for CEO and other members of the Bank Leadership Team. Assists with Board and Bank functions. Records minutes, coordinates scheduling, maintains policies, and assists clients and co-workers. Understands and completes job responsibilities in accordance with federal and state regulations.


Essential Functions:

Bank Administrative Support 50%

• Provides administrative support to the Chief Executive Officer and the Bank Leadership team
• Scheduling and maintaining calendar for the CEO
• Scheduling and making travel arrangements for Leadership Team, co-workers and guests
• Prepares reports, memos, letters, and meeting minutes
• Reviews/proofs documents and correspondence
• Maintains confidential reports and documents
• Arranges programs, events, or conferences
• Organizes all aspects for all Bank meetings and events
• Coordinates tactical and strategic meetings for the Leadership Team
• Plans and organizes Strategic Planning meeting and all materials
• Provides administrative support and maintains documents and files for the Bank
• Maintains organizational policies on network
• Performs special projects as directed by a member of the Leadership team

Board/Holding Company Administrative Support 40%

• Prepares Reg. O and correspondent bank sheets
• Researches and responds to inquiries by directors and shareholders
• Prepares notification letters, attendance statements, audit reports, shareholder basis, meeting reminders, expense reports, national bank director oaths
• Assembles financial reports, Board packets, and acquires necessary material for required meetings
• Initiates meeting agendas, presentations, and minutes for final completion by the board secretary or committee lead
• Maintains shareholder and director lists for Bank and Holding Company
• Maintains stock procedures, prepares new certificates, history of retired certificates and supporting documents
• Maintains board library, director training, committee charters, meeting procedures, minutes and all other electronic files of board and committee activities
• Maintains personal and professional profiles of Board members, shareholders and senior management
• Prepare and schedule board orientation for new directors
• Coordinate and schedule all board, committee and holding company meetings
• Prepares quarterly and annual statements to shareholders
• Organize and execute the Annual Meeting for Shareholders

Additional Duties and Responsibilities 10%

• Participates in internal and external training and development opportunities as required
• Other job related duties necessary to carry out the responsibilities of this position
• Provides Notary Public services and provide support in the notary registration process

Wage:$ 41,310.54 to $61,965.81


Requirements

Work Relationships and Scope:

Works regularly with clients and co-workers for the purpose of obtaining and providing information and assistance. Works often with board members, shareholders, and members of the Bank's Leadership team. Works occasionally with suppliers/vendors, community/trade/professional affiliations, and federal/state government/regulatory agencies. Works regularly with confidential business and client information. Occasionally participates in bank committees and events.

Performance Dimensions:

Quality, accuracy, reliability, thoroughness and timeliness of work performed and services provided to clients and co-workers; strong attention to detail; highly organized; customer satisfaction with services provided; keeps Bank and client information confidential; demonstrates friendly and helpful approach and attitude toward internal and external clients. Effectively communicates and develops good working relationships with all co-workers and clients; professional workplace appearance and conduct; honesty and integrity in all client and co-worker communications; reliability in reporting to work regularly and on time; understands Bank policies and procedures. Participates in training and appropriate professional development. Multi-tasks and effectively manages varying duties throughout the workday. Demonstrates professionalism, commitment to the job, and loyalty to the Bank.

Knowledge, Skills and Abilities:

A minimum of a two-year business degree or related degree with 2+years Executive Assistant experience preferred. Two year customer service experience required. Must possess excellent business writing skills and advanced knowledge of Microsoft Suite programs. Must possess courteous and professional customer service attitude and demeanor; excellent verbal and written communication skills; ability to maintain the integrity of highly confidential client and Bank information. Must possess technical ability to input and retrieve computerized information; basic mathematical skills (add, subtract, multiply, divide); legible handwriting; ability to deal effectively with time pressures and stress that can change hourly depending on level of activity; effective problem solving and research skills.

Working Conditions:


Work is performed largely in an office environment with minimal chance for personal injury. Occasional out-of-town and overnight business travel (air or auto) may be required for business and training. Regular mental and visual concentration for computer usage required. Frequent use of telephone. Regular use of keyboard for approximately 5 hours per day. Requires ability to receive and provide detailed information through verbal and written communication. Requires near and mid-range vision. Will alternate sitting, standing, and walking throughout work shift. Bend, turn, lift and carry up to 20 pounds of documents and office supplies. Climb stairs. Work is performed generally during regular business hours. There will be some variation in work hours due to special projects, deadlines, events, and other concerns

Equipment Used:


Operates personal computer in a Windows environment for word processing, spreadsheets, e-mail, internet, and other bank specific software. Operates Silverlake, core banking system. Utilizes a variety of office equipment including computer printer, ten-key calculator, fax, copy machine, typewriter, and multi-line telephone.

EEO/AA Employer/Vets/Disability

Salary Description


$19.86 - $29.79 per hour