Administrative Assistant

First Western Bank & Trust•Bismarck, ND

31d•Onsite

About The Position

Responsible for providing high-level administrative, project, and communication support to the Market President and business bankers through a variety of tasks; some which may be advanced and confidential in nature. Position provides support to internal and external customers by conducting research, preparing reports, and handling confidential information for both internal and external projects. Also responsible for completing other administrative duties such as managing the ordering and inventory of company supplies, arranging corporate events, greeting customers/visitors/vendors, answering and directing incoming calls, sorting and distributing mail, coordinating and arranging meetings, and assembling correspondence and other printed material. Incumbent must possess a mastery of office skills, the ability to assume responsibility without direct supervision, exercise initiative, make decisions within defined parameters to relieve Market President and business bankers of administrative details pertinent to their position, and utilize independent judgment to plan, prioritize and organize a diversified workload.

Requirements

Position requires a two year degree in Business Administration or related field or the equivalent in related work experience
Minimum two years of previous experience working in a corporate environment reporting directly to senior management required
Communication – excellent written and verbal communication skills to clearly convey information to diverse audiences
Detail Oriented – able to complete assigned work thoroughly and accurately.
Interpersonal Skills – can communicate and interact with others in a way that promotes mutual respect and trust
Problem-Solving – skilled in identifying and resolving complex problems using analytical and critical thinking skills
Research – able to locate and gather accurate information from various credible sources
Teamwork – proven ability to work collaboratively in a team environment to achieve common goals.
Time Management – highly organized and efficient, with a proven ability to manage multiple projects and meet deadlines
Willingness to Learn – open to new ideas, seeks opportunities to expand knowledge and skills, actively participates in training programs, and seeks feedback to enhance performance
Technology - skilled in Microsoft Office (Publisher, Power Point, Word, Excel, Outlook), and social media platforms

Responsibilities

Provides administrative support for the Market President including, but not limited to, word processing correspondence, drafting and writing letters, memos, and reports, gathering information, and preparing spreadsheets
Serves as liaison between the Market President, business bankers and internal/external clients
Maintains confidentiality in day-to-day handling of proprietary and business critical information
Arranges meetings and appointments and provides reminders regarding upcoming commitments and responsibilities; includes preparing agendas, arranging refreshments, and reserving and preparing facilities
Assists with creating, editing, formatting, and assembling executive presentations/correspondence and other printed materials
Compiles data for and prepares a variety of records and reports
May attend meetings; transcribes minutes of meeting for distribution to applicable individuals
Greets customers, visitors and vendors in a professional manner, determines their needs and notifies the appropriate personnel or directs them to the appropriate area
Answers and directs incoming calls in a professional and service-oriented manner. Accepts complete and accurate messages and refers them to appropriate staff in a timely manner
Assists in the organizing of special and promotional events (such as charitable events, trade shows, company events, and employee appreciation events)
Assists employees and/or departments by relieving them of minor administrative details associated with the responsibilities of their positions. This includes, but is not limited to, typing correspondence, scheduling, gathering information and various clerical duties
Sorts and distributes mail; prepares outgoing mail
Maintains supplies inventory by checking stock to determine inventory level; anticipates needed supplies; places and expedites orders for supplies; verifies receipt of supplies; researches advantageous deals or suppliers
Ensures operation of equipment (i.e. copiers, fax, postage, etc) by completing preventive maintenance requirements; calls for repairs; maintains equipment inventories; evaluates new equipment and techniques
Performs special assignments and project work as needed
Prompt and timely attendance
Actively participates in necessary training sessions
Complies with applicable banking and insurance laws and regulations
Building liaison for visitors and clients.