Executive Assistant, Executive Administration, South Bend, IN

1st Source Bank-posted 3 months ago
South Bend, IN
1,001-5,000 employees
Credit Intermediation and Related Activities
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Provides strategic executive support to the Chairman of the Board (COTB), CEO, or President of the Bank, handling complex and confidential administrative duties. Manages digital workflows, coordinates high-level communications, and ensures seamless scheduling and travel logistics. Acts as a strategic liaison and trusted advisor, exercising diplomacy and discretion in all facets of the role.

  • Organizes and streamlines (physical/digital) workflow through the COTB, CEO, or President's office, manages incoming communications across platforms, ensures timely responses to inquiries, and provides information in the absence of the COTB, CEO, or President.
  • Maintains and optimizes the President's calendar using modern scheduling tools, coordinates appointments, meetings, and travel logistics, and prepares detailed itineraries and expense reports.
  • Collaborates closely with the COTB, CEO, or President to keep them well-informed of upcoming commitments and responsibilities, anticipate needs, manage priorities, ensure alignment with strategic goals, and follow up appropriately.
  • Plans, coordinates, and ensures the COTB, CEO, or President's schedule is followed and respected.
  • At the direction of the COTB, CEO, or President, researches, prioritizes, and follows up on incoming issues and concerns addressed to the COTB, CEO, or President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Arranges complex, detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings; and coordinates virtual and in-person meetings, including technology setup and document preparation.
  • Manages multiple priorities with agility, ensuring timely completion of projects under tight deadlines.
  • Drafts and edits high-level correspondence, presentations, routine reports, and documents that are complex and/or confidential in nature with professionalism and accuracy.
  • Composes departmental correspondence, routine reports and documents which are complex and/or confidential in nature and takes transcription dictation.
  • Maintains strict discretion and confidentiality in relationships on behalf of COTB, CEO, or President, and builds trusted relationships across the organization.
  • Regular and predictable attendance is an essential requirement of the position.
  • Responsible for the completion of all compliance training related to the position.
  • Must understand all applicable laws and regulations that apply to the position and comply with the requirements.
  • Three (3) to five (5) years of experience preferred or equivalent experience in a related field.
  • Proven experience as an Executive Administrative Assistant, Senior Executive Assistant, or in another administrative position preferred.
  • Experience with digital document management and workflow automation tools preferred.
  • Full comprehension of office management systems and procedures.
  • Ability to protect the confidentiality/privacy of others as appropriate, as well as of company documents and records.
  • Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook; familiarity with collaboration tools such as Teams, Zoom, SharePoint, and Microsoft 360 Co-Pilot.
  • Strong organizational and multitasking abilities, with a proactive and solution-oriented mindset.
  • High-level verbal and written communication skills with the ability to draft executive-level documents.
  • Demonstrated expertise in executive-level coordination, strategic support, and project management.
  • Self-starter, good organization.
  • Ability to handle multiple tasks in a fast-paced, dynamic environment.
  • Ability to meet specific deadlines.
  • High attention to detail and ability to manage confidential information with integrity.
  • Bachelor's degree preferred.
  • Ability to travel as needed for meetings, projects, seminars, etc.
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