Executive Administrative Assistant

Southern Bank and Trust•Mount Olive, NC

11d

About The Position

Responsible for providing routine (although often confidential or sensitive) administrative services as well as special project duties to the CEO, President and others as assigned. This position requires initiative, judgment, tact, as well as an understanding of, and proficiency with, Southern Bank operations, systems and processes.

Requirements

Possess effective organizational and/or leadership skills needed to facilitate responsibilities.
Ability to work independently with limited supervision, and to plan and organize daily workflow.
Possess the necessary interpersonal skills to maintain a friendly, courteous and professional demeanor, even under pressure.
Ability to make sound decisions and use good judgment based on authority vested by CEO and President and Bank policy and procedures.
Ability to determine when to act independently and when to refer situations to a higher authority.
Ability to operate Bank computer systems and software.
Ability to understand explanations and instructions quickly.
Ability to concentrate on work in spite of distractions and pressures.
Ability to effectively communicate, both orally and in writing.
Maintain a professional appearance and work area.
Excellent verbal and written communication skills.
Bachelor’s degree preferred or equivalent experience.
Possess a minimum of one to two years’ experience in an administrative role.
Capable user of Southern Bank computer systems and technology, including Microsoft Office Suite, internet and internal software.

Nice To Haves

Previous community banking experience preferred.
Previous project management experience preferred.

Responsibilities

Handles correspondence with Board Directors regarding monthly Executive Committee or Board meetings.
Maintains attendee scheduling for Board Meetings and Board Committee meetings via Microsoft Outlook.
Reserves meeting locations as needed and orders/arranges meeting meals as needed.
In required committee and Board meetings including Executive, Credit Risk, Audit, Asset Liability Management, and Governance Committees, acts as recording secretary.
Prepares minutes after each meeting and maintains minute books.
Schedules meetings for CEO, President and their direct reports as requested, including bank wide meetings.
Ability to remain calm and handle administrative emergencies.
Effectively help manage CEO and President’s time by pleasantly and efficiently handling incoming telephone calls, emails, and requests.
Confidently handles day-to-day use of office technology and equipment.
Prepares letters, memos, and other correspondence as requested.
Supports the Governance Committee of the Board as needed including gathering information and preparing meeting materials.
Prepares loan documents for Management Loan Committee as needed. Uploads documents to the portal and schedules Credit Risk Committee meetings as needed.
Assists customers by answering questions or providing information based on general knowledge of the Bank’s policies and procedures.
Tracks, prepares and distributes reports as needed including preparation and submission of monthly expense reports for CEO and President.
Orders Christmas cards and mails to all employees.
Prepares organizational charts for Strategic Planning meetings and auditors.
Completes conference registrations, travel arrangements including flights, hotel reservations and car rentals as needed for the CEO, President, and Board of Directors.
Requests payments to Directors for their attendance at meetings and for mileage reimbursement.
Prepares monthly stock valuation letter.
Manages timecard submission for designated Home Office employees.
Maintains third party vendor contract files.
Completes Notary duties as requested.
Schedules Home Office Board Room and Chowan Room.
Manages emails in Southern BancShares mailbox.
Plans, coordinates and attends, as needed, meetings, training sessions, special events, etc.
Participates in special projects and or perform other duties as assigned.