Executive Assistant

Job Description

Job Description

Salary:

Summary/Objectives: The Executive Assistant supports the President/CEO by managing the calendar, communications, meeting and event preparation, travel, document standards, and day-to-day logistics to ensure executive operations run smoothly and priorities stay on track. This is a role for a forward-thinking, technology-comfortable person who actively uses AI and new tools to work more efficiently and who is equally willing to take on high-level responsibilities and roll up their sleeves for hands-on tasks. The role requires strong organizational discipline, proactive problem-solving, clear communication, and, above all, the ability to handle confidential information with complete discretion.

Essential functions:

• Own and manage the CEO's calendar: schedule appointments, meetings, and events, handle rescheduling and cancellations, protect focus time, and avoid conflicts across our branch locations.
• Monitor and organize incoming email and communication, flag urgent items, ensure timely responses, and draft replies or templates, gradually taking on more proactive correspondence management.
• Prepare agendas, assemble materials, and coordinate logistics for meetings such as the weekly executive management meeting, executive committee sessions, and market president check-ins; attend key meetings to capture minutes and track follow-ups to completion.
• Plan and coordinate bank events, dinners, and strategic planning sessions, including venue, catering, materials, setup, and day-of logistics.
• Support the Corporate Secretary with board meeting logistics such as room setup, catering, and materials, and provide occasional logistical support to the Chairman of the Board as directed by the CEO.
• Actively use technology to streamline executive workflows and bring a forward-thinking approach to finding better ways of getting work done.
• Serve as a steward of document and template standards: review internal and customer-facing forms and documents for consistency, brand alignment, formatting, and appropriateness, coordinating with the responsible content owners.
• Provide administrative support for the bank's policy and procedure document library, including formatting, version control, maintaining the repository, and tracking review and approval dates. (Content ownership and approval remain with the responsible business, risk, and compliance owners.)
• Support strategic planning by scheduling sessions, preparing documents, gathering data, and consolidating input from stakeholders.
• Create clear, professional presentations and visual materials for executive meetings, all-staff updates, and board communication.
• Use collaboration tools (Teams, SharePoint) to coordinate tasks, track deadlines, and maintain documentation across the reporting lines into the CEO.
• Field incoming calls and inquiries, prioritize requests, and direct communication to reduce interruptions and protect executive focus.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries, ensuring efficient and cost-effective plans.
• Process and track expense reports and reimbursements in accordance with bank policy.
• Provide general administrative support, including document management, basic analytics, and office coordination.
• Provide light project coordination: track timelines, maintain documentation, and follow up on deliverables for executive priorities.
• Actively participate in customer, community, and public relations activities to increase the banks visibility and enhance new business opportunities.
• Perform additional duties as assigned in support of executive and organizational priorities.

Competencies:

• Always handles confidential and sensitive information with integrity and absolute discretion.
• Exercises sound judgment and proactive problem-solving, knowing when to act independently and when to check first.
• Embraces AI tools and new technology to work more efficiently and brings a forward-thinking mindset that is always looking for better ways to do things.
• Comfortable moving between high-level responsibilities and hands-on tasks. No job is too big or too small, including arranging food, reserving rooms, and setting up events.
• Strong organizational and time-management skills, prioritize tasks, juggle multiple initiatives, and meet deadlines with attention to detail.
• Clear, plain-spoken written and verbal communication, with strong active-listening skills.
• Build and maintain effective working relationships with internal teams, departments, and external partners to facilitate collaboration and support organizational goals.
• Flexible and adaptable to shifting priorities in a fast-paced banking environment
• Accurate and thorough in document preparation, meeting minutes, and financial tracking.
• Professional and courteous, always representing the bank positively.
• Proficient with Microsoft Office Suite, Teams, Outlook, SharePoint, and other business productivity tools, with the ability to quickly learn and effectively utilize new software applications and banking systems.
• Self-motivated, persistent in follow-through, and a quick learner.
• Maintains a working knowledge of applicable Federal and State laws and regulations.
• Commitment to ethical behavior and adherence to all company policies and current financial legislation.

• Conform to the Banks core values, which are:
  • Exceptional Customer Service- Everyone matters, always.
  • Family Driven- Ours, yours, we put family first.
  • Community-Focused- Our communities are the backbone of our business.
  • Communication- Open, clear, and honest communication is key.
  • Teamwork- Individuals working together to achieve a common goal

Education/Qualifications:

• Previous experience as an executive assistant or in an administrative support role preferred.
• Bachelor's degree in a business-related field preferred; equivalent experience considered.
• Banking or professional office experience a plus.
• Demonstrated comfort with technology and eagerness to adopt AI and new tools.
• Strong writing skills and comfort producing professional documents and presentations.
• Local knowledge and community familiarity are a plus.

Supervisory:

This position does not have direct supervisory responsibilities.

Working Conditions:

• Normal office environment.
• While performing the duties of this job, the employee is regularly required to stand, walk, use hands to type, carry, handle, and feel objects, reach with hands and arms, and talk or hear. The employee must occasionally lift and/or move up to 25 pounds or more with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• Multitask; perform tasks in an open office environment with noise from conversations, office machines, or other distracting sounds.
• Keep track of assigned tasks
• May occasionally be exposed to upset customers during everyday activities or work under stress caused by anxious or impatient customers.

First Northern Bank is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. First Northern Bank will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at View phone number on ziprecruiter.com.

*The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.