Corporate Executive Administrative Assistant

Time Type:

This is an in-office position.

Department:

Job Summary:

Job Description:

ESSENTIAL JOB FUNCTIONS

The statements on this job description are intended to describe the general nature of level of work being performed by incumbents.  They are not an exhaustive list of all responsibilities, duties, and skills required by all incumbents.

• Work as part of a high touch team by providing regular communication and fostering a high level of collaboration, teamwork and cooperation

• Use discretion, confidentiality, and good judgment to handle C-Level matters

• Develop and maintain a deep knowledge of the executive’s division business processes and applications in support of the duties and responsibilities of the position

• Setting and managing the daily schedules and calendars of bank executive

• Arranging meetings and other events

• Track documents for appropriate approvals and signatures

• Handle requests, feedback, and queries quickly and professionally

• Screen incoming telephone calls and emails; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff

• Resolve routine and some complex inquiries

• Coordinate with various departments within the corporate office and all markets

• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the executive’s division

• Develop and carry out an efficient documentation and filing system for both paper and electronic records

• Attend meetings, take minutes, track and follow-up on action items in meetings

• Prepare, reconcile, submit and track expense reports

• Reviewing incoming documents

• Draft communication as required

• Conduct research

• Manage videoconferencing, fax communications and office equipment

• Prepare committee agenda items and track action items for various meetings

• Prepare, order and distribute materials as needed for division

•  Provides administrative support to the department

• Training and/or supervising clerical workers

• Schedule hotel and travel arrangements for executive

• Assist executive with projects, including PowerPoint presentations, financial spreadsheets, special reports, and agenda material

• Assist executive with servicing customer portfolio

• Performs other duties as assigned, including supporting other departments or Executives as needed.

SKILLS

• Exceptional communication (verbal and written) & people skills

• Bilingual

• Highly ethical and can maintain confidentiality

• Ability to multitask and to organize and prioritize workload, ensuring deadlines are met

• Sound judgement skills with the ability to prioritize and make decisions.

• High level of detail, and customer service oriented

• Strong analytical skills (effective research and resolution abilities)

• Strong ability to work with Microsoft Office products, with high proficiency in Excel & Word

• Resourceful, flexible and adaptable, with the ability to work independently and within a team

• Shares information with others, seeks out feedback and constructive criticism

• Interpersonal skills – comfortable interacting with high-level executives

EDUCATION

• Business degree (preferably Management or Accounting)

• 2 years office experience preferable administrative