Title: Administrative Assistant - Badge and Network
Work Location: 111 Pine
Work Location Address: 111 Pine Street, San Francisco, CA 94111
Start Date: 12/20/2021

Job Description:

Looking for someone ASAP, person taking leave is leaving on 12/27, would be looking to hire asap

 

Please include interview availability at the top of the resume!

 

 

Administrative Assistant

San Francisco, CA

 

At First Republic, we care about our people. Founded in 1985, we offer extraordinary client service in private banking, private business banking and private wealth management. We believe that personal connections are everything and our success is driven by the relationships we form with our colleagues and clients. You’ll always feel empowered and valued here.

Incredible teams doing exceptional work, every day.

 

Lending Strategy encompasses six departments: Secondary Marketing, the Investor Support Desk, Lending Technology, Collateral Valuations, Learning and Development and Production Support.

 

Common goals, uncommon potential:

The Administrative Assistant works directly with the Deputy Head of Lending Strategy (LS) to perform various administrative duties necessary to run the department efficiently. Ability to prioritize workload and adapt to rapidly changing priorities is essential. The right candidate must be a proactive team player who is motivated to take on projects and tasks that require initiative, problem solving and close attention to detail.

What you’ll do as an Administrative Assistant:

• Directly supports the Deputy Head of LS and the overall department as needed, including providing space planning support for the entire department, logistical support for Project Breakthrough and transitional administrative support for the Collateral Valuations group.
• Arranges internal and external meetings and conference calls including gathering and preparing agenda/materials/printing/binding and arranging logistics (zoom, conference room, bridge line, ordering snacks/lunch)
• Maintains invoice files and various documents and ensures invoices are reviewed and approved by management and kept electronically organized
• Owns supply ordering, package shipping, mail distribution, printer paper stocking, and courier requests
• Prepares memos, letters, and other documents/reports for internal and external distribution as requested and provides clerical support including scanning, filing, and indexing
• Assists in booking travel and hotel arrangements and processes expense reports through Concur
• Assists with onboarding new department employees, including collaborating closely with HR, Facilities, IT, etc. to ensure new employees are set up for immediate success
• Supports department record management and retention
• Sets up and leads conferences and resolves technical conferencing issues
• Coordinates floor safety (fire drills, floor wardens, times of evacuations, etc.)
• Coordinates the onboarding and off boarding of professional services consultants
• Supports the planning and execution of all team events and off-site meetings (e.g., town halls, holiday parties, volunteer events, etc.)
• Manages department Collaborate and Sharepoint site as well as Teams channels
• Assists with floor seating plan and any move or logistical arrangements (e.g., space planning and return to office)
• Directly interfaces with all levels of internal clients and team members
• Assists in various other duties and special projects as they arise

Mandatory Skills:
You could be a great fit if you have: A minimum of two years of experience as an Administrative Assistant for a large team Experience using Outlook and MS Office Strong interpersonal skills and ability to build positive rapport Experience or the desire to develop skills in project management The ability to work effectively with vendors and colleagues at all levels Banking or lending knowledge Strong interpersonal and organizational skills, including the ability to work independently and meet deadlines The ability to manage multiple priorities in a fast-paced, high-volume environment A warm and professional demeanor Proactive problem-solving skills Superior client service skills Strong attention to detail A team orientation and a desire to help people A bachelor's degree Job Demands: Cooperative and decisive problem solving Technical expertise with Zoom, PowerPoint, SmartSheet and Microsoft Word, Outlook, Excel and Teams Excellent written and verbal communication skills May be required to lift 25-50 lbs.