Job Description

The Executive Administrator is responsible for providing a sophisticated level of administrative support to the Board, Chief Executive Officer (CEO) and Chief Operating Officer (COO), conducting research, managing schedules, and providing efficient and effective administrative support to ensure the Bank's vision and mission are being accurately represented in the community. The scope of responsibility includes providing professional guidance to shareholders, boards, individual directors, management, and other stakeholders on the governance aspects of strategic decisions. This position will be expected to maintain a high-degree of confidentiality and discretion.

DUTIES & RESPONSIBILITIES:

• Responsible for the oversight, coordination and preparation of corporate meetings including meetings of the Board of Directors and other Board committee meetings, including preparing and approving Board and Committee packages and presentations, including advance distribution of materials before meetings in electronic format.

• Provide practical support to the board chair and Executive Management to ensure that board meetings are managed effectively, including assisting with agenda development; conducting meetings in line with good governance, statutory, and regulatory requirements; drafting minutes; and following up to ensure implementation of board decisions.

• Creates and manages relationships among the various players in the Bank’s corporate governance universe, including outside counsel.

• Supervises the executive assistant team to ensure efficient and effective administrative information and assistance including the following:

  1. Answering and screening telephone calls, and responds to emails, messages, and other correspondence on behalf of the Bank’s Chief Operating Officer and Chief Executive Officer.
  2. Managing executive calendars, meeting coordination, and travel arrangements as assigned.
  3. Professionally greeting and receiving guests and clients.
  4. Coordinating arrangements, meetings, and/or conferences as assigned.
  5. Compiling, proofreading, and revising drafts of documents and reports.

• Creates and organizes information as directed by the Chief Operating Officer, and generates reference tools for easy use.

  1. Conducts routine analysis for peer industry trends and market size and provides resource information in the form of reports and presentations. 
  2. Performs accurate research and analysis pertaining to specific assignments, projects, such as “Cornerstone” Best Practices analysis, etc. internal departments as needed.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Collaborates to build relationships crucial to the success of the Bank and manages a variety of special projects, which may have significant organizational impact.

GENERAL:

• Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.
• Completes administrative tasks correctly and on time; supports the Bank’s goals and values; benefits the Bank through outside activities.
• Comply with all applicable OSHA safety standards, including:
• Read the workplace safety and health poster at the jobsite.
• Report hazardous conditions to your supervisor and/or HR
• Report any job-related injury or illness to your supervisor and/or HR, and seek treatment promptly.

COMPLIANCE

• Complies with Bank policies and procedures relating to the Bank Secrecy Act (BSA), and Anti Money Laundering (AML) and Office of Foreign Asset Control (OFAC) guidance.  Report suspicious activity to the BSA Department through a Suspicious Incident Report (SIR).
• Adheres to privacy and information security policies, and ensure all sensitive internal and external customer information is properly secured and safeguarded.  Use secure methods delivering client and/or confidential data by email.
• Demonstrates knowledge of and adherence to Equal Employment Opportunity (EEO) policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes working environment free of harassment of any type; and maintains a diverse workforce.

QUALIFICATIONS:

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position.  The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner.   Individual abilities may result in some deviation from these guidelines.

• Administrative experience of 5-10 years of administrative support of C-Level Executives required, preferably in a banking or financial institution environment. Minimum of related experience and/or training; or the equivalent combination of education and experience. Work related experience should consist of an in-depth background in bank administration, marketing and events planning experience.

• Bachelor's degree in business or communication preferred. Educational experience, through in-house training sessions, formal school or financial industry related curriculum, should be applicable to the financial industry.

• Strong organizational and time management skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and the ability to maintain a realistic balance between multiple priorities.

• Understands the business environment in which the organization operates, as well as the laws, rules, and regulations that govern its activities. 

• Demonstrates the emotional intelligence, skills, and experience to implement corporate governance practices and ensure their effectiveness. 

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including internal and external clients, board members, non-profit organizations, and vendors.

• Proven ability to handle confidential information with discretion and exercise good judgment in a variety of situations, while acting with the highest integrity and independence in protecting the interests of the Bank and its stakeholders

• Highly resourceful with the ability to also be extremely effective independently and meet deadlines in fast paced environment.

• Ability to adapt to various competing demands, and demonstrate the highest level of internal/external customer service responsiveness.

• Methodical thinker with detailed research proficiencies and ability to read, analyze and interpret general business periodicals, professional journals, and technical procedures.

• Advanced skills in computer terminal and personal computer operation; Microsoft Office, Adobe Acrobat, and word processing, spreadsheet and specialty software programs.

• Intermediate math skills; ability to calculate interest, commissions, proportions, and percentages; balance accounts; add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals; locate routine mathematical errors; compute rate, ratio and percent, including the drafting and interpretation of bar graphs.

• Exceptional verbal, written and interpersonal communication skills with the ability to apply common sense to carry out instructions and provide instruction to others, prepare and write reports, correspondence, and procedures, speak professionally and clearly to customers and employees.

• Thorough understanding of management procedures; ability to plan department or Bank activities (setting objectives, developing strategies, budgeting, and developing project plans and proposals), takes initiative to organize various functions necessary to accomplish department or Bank activities. 

• Ability to deal with complex problems involving multiple facets and variables in non-standardized situations.