Administrative Assistant

PRIMARY RESPONSIBILITIES AND ACCOUNTABILITIES: (95%)

• Works closely with the Executive Assistant to align priorities and maintain organization.
• Manages schedules for the bank’s leadership team, including meetings and events.
• Draft, review, and send communications on behalf of the company executives.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings. Assist in preparing and managing presentations and decks.
• Manage and plan bank-wide events, leadership meetings, and client hospitality initiatives.
• Answer and respond to phone calls, communicate messages and information to executives. Act as gatekeeper for bank executive communication.
• Coordinate travel arrangements, prepare itineraries, plan logistics, and prepare expense reports.
• Maintain various records and documents for company executives.
• Organizes and coordinates executive outreach and external relations efforts and oversees special projects.
• Use discretion, confidentiality, and good judgment to handle C-Level matters.
• Conserve the Executives’ time by reading, researching, collecting, and analyzing information as needed, in advance.
• Oversee office operations, including ordering supplies, conference room scheduling, office equipment, and vendor relationships.

SECONDARY RESPONSIBILITIES AND ACCOUNTABILITIES: (5%)

• Represents Bank at various civic and community events.
• Adhere to compliance procedures and participate in required training.
• Other duties as may be assigned.

ROLE

QUALIFICATIONS:

Job Qualifications

• Bachelor’s Degree preferred.
• One to three years’ prior experience in supporting a senior executive or team in a fast-paced professional service environment.
• Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams).
• Exceptional writing, editing, and proofreading skills.

Other

Skills And Abilities

• Ability to interact with customers and employees with tact, diplomacy, and confidentiality.
• Unwavering ethics and integrity.
• Exhibits sound judgement with the ability to prioritize and make decisions.
• Energetic and eager to tackle new projects and ideas.
• Comfortable interacting with high-level executives.
• Team player capable of cultivating productive working relationships across the bank.
• Thrives in a fast-paced environment.
• Finance and Human Resources department experience a plus.

PERFORMANCE MEASURES:

• Meet or exceed bank wide goals.
• Meet or exceed annual department goals aligned with the strategic plan that drive value and scale.
• Compliance with regulatory requirements and internal policies.

WORKING CONDITIONS:

Work is performed largely within the Bank with limited chance for personal injury. Prolonged and frequent mental and visual concentration required. Periodic stressful situations in response to multiple priorities within established deadlines. Work hours are generally during normal business hours. Unscheduled evening and weekend work will be needed to meet the needs of customers and employees. Out-of-town and overnight business travel will be required.

Work on some Saturdays will be required. Must be able to lift and move up to 20 pounds of office supplies and equipment. Some bending, turning, and twisting required.

GENERAL NOTICE:

This position description describes the general nature and level of work performed by the employee assigned to this position and should not be interpreted as all inclusive. It does not state or imply that these are the only duties and responsibilities assigned to the position. The employee may be required to perform other job-related duties. All requirements are subject to change and to possible modification to reasonably accommodate individuals with a disability.

This position description does not constitute an employment agreement between the Bank and employee and is subject to change by the employer as the needs of the Bank and requirements of the position change.