Executive Administrative Assistant

Western Alliance Bank•Biltmore, TN

3d•Onsite

About The Position

As an Executive Administrative Assistant you’ll provide a wide range of administrative support to bank executives. You’ll take a strategic approach to proactively anticipate needs while helping to move the business forward by solving problems, managing multiple business priorities and executing deliverables efficiently and effectively. In a dynamic, fast-paced environment, you’ll leverage exceptional communication, collaboration and professionalism across all levels within the Bank as you keep a pulse on business needs and help enhance the efficiency of the executive team. Provide organized and detail oriented executive administrative support, including but not limited to managing calendars, scheduling travel arrangements, coordinating meetings and events, independently handling emails, data entry, expense report management, and other projects as assigned. Use discretion and judgment to prioritize, follow-up and execute schedules and deliverables. Leverage technology and tools to assist in delivering business initiatives and daily administrative support more efficiently. Compile data and prepare presentations, spreadsheets, documents and reports for management. Serve as a liaison and extension of the executive team while providing superior customer service to handle and resolve complex requests and problems effectively. Apply confidentiality and sound decision making when responding to internal and external stakeholders, escalating issues when necessary. May lead and develop a team; responsible for hiring, coaching, performance management, training and development. Travel Management: Oversee comprehensive travel management including planning and coordinating itineraries, booking accommodation and transportation, and ensuring seamless travel experiences. Meeting Prep: Prepare agendas, presentations, and briefing materials; take succinct meeting notes and track follow-up action items. Event Planning: Plan and coordinate events, both on-site and off-site, including all logistics, catering, communications, guest lists, meeting objectives, etc. Support special projects, leadership initiatives, and ad hoc requests as needed Facilities & Vendor Management: Oversee the physical office space, act as the liaison with facilities, coordinating repairs, and manage vendor relationships (e.g., IT, catering, & office supplies). Inventory Control: Monitor and replenish office supplies, kitchen snacks & beverages, and equipment. Onboarding & Workspace Setup: Coordinate seating assignments, desk setups and key management, and manage seating chart.

Requirements

6+ years of related experience in Administrative Support or similar field.
Bachelor's degree or equivalent experience required.
Advanced knowledge of Microsoft Office including, Word, Excel, PowerPoint, and Outlook; experience with Zoom, Teams, and Oracle preferred.
Advanced organizational skills and attention to detail.
Demonstrated ability to maintain a high level of confidentiality and discretion.
Advanced speaking and writing communication skills.
Track record of impeccable organizational and time management skills.
Ability to work independently and as part of a team.
A high degree of professionalism, discretion, and the ability to juggle competing priorities without losing accuracy.
Strong problem-solving skills and attention to detail.
Own the full office experience—ensuring for a professional, welcoming, and always “ready” environment.
Experience thriving in fast-paced, high-accountability environments.

Nice To Haves

experience with Zoom, Teams, and Oracle preferred.

Responsibilities

Provide organized and detail oriented executive administrative support, including but not limited to managing calendars, scheduling travel arrangements, coordinating meetings and events, independently handling emails, data entry, expense report management, and other projects as assigned.
Use discretion and judgment to prioritize, follow-up and execute schedules and deliverables.
Leverage technology and tools to assist in delivering business initiatives and daily administrative support more efficiently.
Compile data and prepare presentations, spreadsheets, documents and reports for management.
Serve as a liaison and extension of the executive team while providing superior customer service to handle and resolve complex requests and problems effectively.
Apply confidentiality and sound decision making when responding to internal and external stakeholders, escalating issues when necessary.
May lead and develop a team; responsible for hiring, coaching, performance management, training and development.
Oversee comprehensive travel management including planning and coordinating itineraries, booking accommodation and transportation, and ensuring seamless travel experiences.
Prepare agendas, presentations, and briefing materials; take succinct meeting notes and track follow-up action items.
Plan and coordinate events, both on-site and off-site, including all logistics, catering, communications, guest lists, meeting objectives, etc.
Support special projects, leadership initiatives, and ad hoc requests as needed.
Oversee the physical office space, act as the liaison with facilities, coordinating repairs, and manage vendor relationships (e.g., IT, catering, & office supplies).
Monitor and replenish office supplies, kitchen snacks & beverages, and equipment.
Coordinate seating assignments, desk setups and key management, and manage seating chart.

Benefits

competitive salaries
an ownership stake in the company
medical and dental insurance
time off
a great 401k matching program
tuition assistance program
an employee volunteer program
a wellness program
opportunity to bolster business knowledge
learning the ins and outs of how successful companies operate and manage their finances
invaluable hands-on experience to help grow your career