Administrative Assistant

American Riviera Bank

38d•Onsite

About The Position

The Administrative Assistant supports daily operations and offers an experienced level of administrative support to the President/CEO and the Chief Operating Officer (COO). Assignments involve work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy. Refers routine matters to appropriate parties for action and follow up to ensure proper disposition. Ensures pertinent and accurate material, references and resources are provided in accordance with Bank policy and corporate and regulatory standards.

Requirements

Administrative experience of 2-3 years of administrative support of C-Level Executives required, preferably in a banking or financial institution environment. Minimum of related experience and/or training; or the equivalent combination of education and experience. Work related experience should consist of an in-depth background in bank administration, marketing and events planning experience.
Bachelor's degree in business or communication preferred. Educational experience, through in-house training sessions, formal school or financial industry related curriculum, should be applicable to the financial industry.
Strong organizational and time management skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and the ability to maintain a realistic balance between multiple priorities.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including internal and external clients, board members, non-profit organizations, and vendors.
Emotional maturity with proven ability to handle confidential information with discretion and exercise good judgment in a variety of situations.
Highly resourceful with the ability to also be extremely effective independently and meet deadlines in fast paced environment.
Ability to adapt to various competing demands, and demonstrate the highest level of internal/external customer service responsiveness.
Ability to read, analyze and interpret general business periodicals, professional journals, and technical procedures.
Advanced skills in computer terminal and personal computer operation; Microsoft Office, Adobe Acrobat, and word processing, presentation, spreadsheet and specialty software programs.
Intermediate typing skills to meet production needs of the position.
Exceptional verbal, written and interpersonal communication skills with the ability to apply common sense tocarry out instructions and provide instruction to others, prepare and write reports, correspondence, and procedures, speak professionally and clearly to customers and employees.
Thorough understanding of management procedures; ability to plan department or Bank activities (setting objectives, developing strategies, budgeting, and developing project plans and proposals), takes initiative to organize various functions necessary to accomplish department or Bank activities. Effectively plans and coordinates functions and events to meet desired objectives.
Ability to deal with complex problems involving multiple facets and variables in non-standardized situations.
Ability to work with minimal supervision while performing duties.
Current driver's license and a vehicle with appropriate insurance coverage if required to drive in the course of performing assigned duties and responsibilities.

Nice To Haves

Bachelor's degree in business or communication preferred. Educational experience, through in-house training sessions, formal school or financial industry related curriculum, should be applicable to the financial industry.

Responsibilities

Manages the lobby area, professionally greets and receives vendors, guests and clients. Monitors and facilitates visitor access according to guidelines.
Supports daily operations like mail distribution, meeting room bookings, and other onsite support as required.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Exercises control over executive calendar, schedules and ensures appropriate personnel or associated parties are notified of scheduled appointments and confirms availability.
Prepares, tracks and submits reports, invoices, and forms related to Bank expenses incurred by the Executive team.
Performs research pertaining to specific assignments, projects, etc. internal departments as needed.
Manages internal and external inquiries for CEO/COO and may directly respond on their behalf.
Conducts routine analysis for peer industry trends and market size and provides resource information in the form of reports and presentations.
Collaborates to build relationships crucial to the success of the Bank and manages a variety of special projects for the COO, which may have significant organizational impact.
Makes appointments, travel arrangements, meeting arrangements and coordinates simple to complex activities between Executive Management, departments, staff, clients and outside parties, as required.
Provides on-site meeting and client event planning and support including scheduling, materials preparation, food/beverage handling, and other administrative support, as required.
Adheres to Bank's policies and supports management decisions and goals in a positive, professional manner.
Represents the Bank with a high level of integrity and professionalism.
Acts as a recording secretary for committee meeting minutes as needed.