Responsible for providing complex and highly confidential administrative and secretarial services to a senior executive who reports directly to the chairman of the bank. Regularly exercises judgment and discretion in the execution of responsibilities that include handling telephone calls, scheduling appointments and relieving the executive of administrative detail. Coordinates meetings, presentations and travel arrangements. Technologically savvy and is proficient in the use of the current Microsoft Office suite including Outlook email, word processing, spreadsheets, graphics and online storage. Composes correspondence, prepares reports and conducts special projects as directed.
1.Independently plans and organizes work; develops and maintains procedures to ensure work is completed in a highly efficient manner.
2.Coordinates the executive's calendar, including making reservations for travel and accommodations as needed.
3.Knows and can speak to both the bank itself as well as senior leadership hierarchy and the key positions on each executive's team.
4.Greets visitors, screens incoming telephone calls, prioritizes messages (both telephonic and email) and reviews incoming correspondence, using discretion to direct items to the executive or refer them to other staff for action.
5.Composes correspondence, signs and releases routine correspondence.
6.Researches and summarizes data as requested; prepares reports for the executive and other members of senior management.
7.Organizes and maintains confidential files and records.
8.Contributes to effective customer and public relations through courteous, timely and tactful responses to inquiries. Follows through on matters referred to other staff to make sure prompt action has been taken.
9.Keeps track of follow-up items
10. Ensures all meeting materials are received, processed and available to the executive two days prior to meetings.
High school diploma or equivalent
Five or more years of experience providing administrative support to executive management in a corporate environment
Experience reporting directly to senior level executives and the C-suite
Strong reading, writing and mathematical skills
Extremely organized and exceptionally detail-oriented
Proficient in booking travel
Ability to manage multiple tasks/projects and deadlines simultaneously, along with the ability to prioritize
Advanced administrative, secretarial and clerical skills:
Ability to identify and resolve exceptions and to interpret data
Excellent verbal and written communication and grammatical skills
Strong organizational skills and experience
Proficient computer skills, especially Microsoft Office applications, including Microsoft Outlook email, Microsoft Word, Excel & Power Point as well as OneDrive