Executive Assistant

Job Summary

The Executive Assistant manages front desk and office support services, focuses on increasing efficiency and effectiveness, and completes tasks and projects for the Chief Financial Officer, Executive Administrative team, and the Senior Executive Assistant as needed. 

Key Responsibilities / Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 


* Provide executive assistance for the Chief Financial Officer (CFO) as well as other bank executive as requested including assistance with travel, events, scheduling, general correspondence, and support for presentations utilizing PowerPoint and Excel.


* Assist executive team with general administrative duties, including correspondence, research, travel arrangements, filing, and other tasks.


* Notarize documents as needed for leadership and customers. 


* Assists with preparations for executive team, including bank meeting functions such as committee meetings, board meetings, dinners, and attendance at outside business meetings. 


* Assist the Senior Executive Assistant during board meetings with board room preparations and setup, cleanup, catering, and supplies for the board room.


* Provide backup support for uploading and managing documents on the board portal.


* Assure appropriate meals are catered, reservations confirmed, travel and hotel arrangements are booked, and itineraries distributed.


* Input invoices with appropriate cost centers and GL accounts into accounting system.


* Reconcile corporate credit card monthly, providing appropriate receipts, and assigned proper cost center and GL accounts numbers to all charges. 


* Warmly greet guests upon arrival, alerting appropriate parties of guest presence, and ensuring the guests feel welcomed while waiting.


* Complete tasks as needed like purchasing required supplies, picking-up catered meals, delivering items, and others to assist management in completing their duties.


* Maintain adequate supply of office materials, includes completing inventories and placing orders for materials.


* Sort the daily mail and distribute as appropriate.


* Mail documents and packages utilizing Stamps.com, FedEx, and other available resources.


* Maintain confidentiality and security of sensitive information.


* Adhere to all corporate policies and procedures, Federal and State regulations, and laws.


* Complete all mandatory annual compliance training. 


* Follow regulatory requirements including those pertaining to the Bank Secrecy Act (BSA), Anti-Money Laundering (AML), Customer Identification Program (CIP), and OFAC to assist in the identification, detection and determent of money laundering and other unlawful activities, as well as regulations pertaining to lending and consumer compliance to include fair lending laws.


* Perform other duties and special projects as assigned. 

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