The Executive Assistant will provide direct administrative coordination and support to the assigned Executive Vice President and will serve as the primary contact to the EVP. Additionally this role provides Loan Administrative support for loans generated by the EVP.
The Executive Assistant may interface with both internal and external clients and outside parties and vendors, and will work under limited guidance, due to previous experience and depth of knowledge of administrative processes. The Executive Assistant will independently exercise discretion and independent judgment and should be capable of analyzing information requests and determining trends. Additionally, the Executive Assistant will proactively identify opportunities to create greater efficiencies by utilizing technology and/or updating processes.
Complete a broad variety of administrative tasks for the EVP including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes complex and/or confidential; arranging travel plans, itineraries and agendas within budget; and compiling documents for travel-related meetings
Manage phone calls, email, and other communications - respond promptly to all queries
Plan, coordinate and ensure the EVPs schedule is followed and respected
Serve as loan administration executive assistant for EVP loans and other lenders as needed
Serve as a project manager for EVP and other executives as needed
Organize, prioritize, and communicate critical issues and required information for the EVP aiding in efficient and rationale decision-making and time management
Document and comply with all regulations required for both business and consumer loans
Work and satisfy exceptions report to maintain minimum percentage of outstanding exceptions per loan volume
Provide loan department with copies of loan payoff requests in a timely manner, documentation to be filed in credit and real estate files
Provide assistance to other lenders as needed
Provide professional communication and support with sponsorship and community support organizations
Represent the bank in community support function
Fill in at other Bank locations as deemed necessary by management.
Communicate directly, and on behalf of the EVP
Provide high levels of discretion and confidentiality
Build relationships crucial to the success of the organization, and manage a variety of special projects for the EVP, some of which may have an organizational impact.
Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
Facilitate internal communication, e.g., prepare reports, distribute information and schedule presentations
Engage in a positive manner; build client rapport and demonstrate accountability
Complete other duties as assigned.
ESSENTIAL SKILLS, EDUCATION AND EXPERIENCE
High school diploma or GED required; Bachelor's degree preferred.
Requires 3 or more years of administrative experience.
Excellent MS Office skills with ability to quickly learn new programs as implemented for loan processing and client inquiry
Strong knowledge of banking terminology and procedures is preferred
Excellent oral and written communication skills
Strong interpersonal, organizational, analytical, presentation, and critical thinking skills
Experience with project management tools and methods
Ability to effectively communicate with all levels of an organization while displaying the professional demeanor
Ability to adjust to change and a willingness to be a team player
Maintain regular consistent and professional attendance, punctuality and personal appearance
Ability to multi-task while maintaining a rapid response rate for acknowledging clients in person as well as incoming calls
Proficient in Microsoft Office, specifically Outlook, Excel, Word and PowerPoint
Ability to operate standard office equipment
Successful completion of any training deemed necessary by the Bank
Needs to be able to work independently and in a team setting to research and respond to routine and in-depth regulatory inquiries
Able to sit in front of a computer for extended periods of time
Minimal local travel may be required
Southern First Bancshares