Administrative Assistant

Bank of Utah • Ogden, WA

10d • Onsite

About The Position

If our mission statement piques your interest, we encourage you to apply for the currently open position of Administrate Assistant to work at our Branch located at 2605 Washington Blvd. Ogden, UT. This Administrative Assistant to Chief of Staff provides comprehensive administrative, coordination, and operational support to the Chief of Staff, executive office, and VP Strategic Partnerships and Bank of Utah Championship-related initiatives. The position requires strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced, highly collaborative, on-site environment.

Requirements

• Requires High School Diploma or equivalent, some college preferred.
• 3 years’ administrative or office management experience required.
• Proven ability to independently organize work, balance multiple projects in a high-volume work environment with strong attention to detail.
• Excellent verbal and written communication skills, problem-solving skills, and organizational skills.
• Ability to use independent judgment and discretion in various situations while maintaining a high degree of confidentiality.
• Advanced computer and Microsoft Office Suite skills as well as proficiency with various video conferencing platforms.
• Excellent time management skills and ability to multi-task and prioritize work.

Responsibilities

• Office Operations & Administrative Support Ensure the efficient and smooth day-to-day operation of the executive office.
• Assist the Chief of Staff as needed with administrative and coordination tasks.
• Answer phones, email, and messaging in a professional and supportive manner, documenting and communicating correspondence in a timely way.
• Act as a point of contact and ambassador for the executive office with internal and external stakeholders.
• Make independent day-to-day decisions on task prioritization and execution with minimal supervision.
• Perform other duties as assigned.
• Calendar, Scheduling & Coordination Schedule appointments, coordinate meetings, and maintain executive and team calendars.
• Coordinate internal meetings, including recurring cross-functional touchpoints, preparation sessions, and executive briefings.
• Coordinate team events, room bookings, meeting logistics, and reminders.
• Support travel coordination for internal attendees, guest speakers, or partners as needed.
• Document, Communication & Reporting Support Draft, edit, format, and proofread communications including memos, meeting minutes, agendas, emails, presentations, reports, and follow-up summaries.
• Assist in preparing regularly scheduled reports and executive-ready materials.
• Support the assembly of executive documents such as planning binders, budget packets, briefing materials, and annual reports.
• Maintain organized digital folders and version control for documents, decks, contracts, policies, budgets, and recap materials.
• This position requires the highest level of discretion and confidentiality, with routine access to sensitive and proprietary, and confidential information.
• Financial Administration & Expense Management Prepare, submit, and track invoices accurately and in a timely manner.
• Submit invoices and track expenses against the executive and program budgets.
• Reconcile corporate purchasing card statements on a monthly basis.
• Policy, Governance & Compliance Support Review, update, and maintain corporate policies and related documentation.
• Update and manage corporate organizational charts, ensuring accuracy and version control.
• Provide audit and examination support by retrieving, organizing, and delivering requested historical documents.
• Hospitality, Events & On-Site Logistics Restock and maintain the executive kitchen, ensuring snacks and beverages are consistently available and organized.
• Coordinate board meeting meals, including ordering, setup, and day-of logistics.
• Support hospitality and event logistics, including VIP invitations, RSVP tracking, and guest lists.
• Assist with ordering, organizing, and tracking materials such as credentials, signage lists, premiums, merchandise samples, and event supplies.
• Support preparation of welcome packets, name badges, signage checklists, and run-of-show documents.
• Relationship & Stakeholder Coordination Build and maintain positive, professional relationships with internal and external customers on behalf of the executive office.
• Coordinate small administrative requests from business units, including ticketing lists, meeting logistics, and preparation for client engagement events.
• Track and organize internal nominations and participation for special programs or engagement opportunities.
• Reporting, Data & Tracker Management Assist with compiling weekly or periodic status updates, including collecting inputs from multiple internal teams and partners.
• Maintain trackers for deliverables, deadlines, follow-ups, and key milestones during active campaign or event seasons.

Benefits

• Great work-life balance, with a Monday-Friday schedule
• Competitive pay and benefits, including medical, dental and vision plans
• 401(k) plan and match up to 5 percent in our employee stock ownership program (eligibility requirements must be met)
• 12 paid bank holidays + paid time off, including paid parental leave
• Volunteer opportunities to make a difference in the communities where you work and live
• Awards and recognition to celebrate you and your colleagues for living the bank's values

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED