Executive Assistant I

Beneficial State Bank • Oakland, CA

1d • Onsite

About The Position

The Executive Assistant I (EA I) provides comprehensive administrative and operational support that enables senior leaders and their teams to operate efficiently and effectively. This role supports day-to-day priorities through calendar management, meeting coordination, travel planning, and follow-up on action items, while independently managing processes, information, and administrative workflows to support business objectives.
Operating within a centralized administrative team model, working with professionalism, discretion, and sound judgment, the EA I builds strong working relationships across the organization and with external partners. The role supports confidential matters, contributes to clear communication and coordination, and adapts to varying levels of complexity and responsibility. This position may take on increased ownership of projects, research, reporting, and coordination of additional administrative resources in support of organizational priorities.

Requirements

• High School Diploma or equivalent
• Three (3) or more years of relevant professional administrative or office support experience
• Experience supporting senior leaders in a professional environment
• Working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and collaborative tools such as SharePoint and OneDrive; skills assessment required
• Ability to manage multiple tasks and priorities with professionalism, discretion, accuracy, and timely follow-through
• Strong communication, organizational, and collaboration skills
• Ability to travel domestically as required to support meetings, trainings, or events
• Notary Commission

Nice To Haves

• Associate degree or equivalent coursework
• Six (6) or more years of relevant professional experience

Responsibilities

• Serve as a primary point of contact for property management and building services, supporting timely communication and resolution of facilities-related needs to maintain a safe, functional, and professional office environment
• Coordinate office supplies, equipment, and vendor support, including ordering, inventory tracking, invoice processing, and receiving, to ensure continuity of operations
• Manage incoming and outgoing mail, including confidential and time-sensitive materials, with accuracy and discretion
• Prepare workspaces and coordinate onboarding and offboarding logistics for employees and visitors to support smooth transitions
• Support on-site meetings and events by coordinating logistics, catering, set up, and cleanup to ensure a positive and professional experience
• Assist with logistical preparation for board and executive meetings, including room setup, materials organization, and hospitality coordination
• Provide administrative support to senior leaders, including calendar coordination, travel arrangements, and expense processing
• Prepare, format, proofread, and organize documents and materials to support meetings, presentations, and leadership communications
• Manage multiple concurrent requests while maintaining confidentiality, responsiveness, and attention to detail
• Participate in EA team meetings and contribute to shared processes, documentation, and team initiatives to support consistency and efficiency
• Maintain and update administrative process documentation, identifying opportunities for improved efficiency and standardization and escalating recommendations as appropriate
• Provide backup coverage for other EA team members as needed to ensure continuity of operations
• Share best practices and support knowledge transfer across the EA team to promote consistent service delivery
• Support cross-functional initiatives and meetings, as assigned in alignment with organizational priorities
• Complete required compliance training timely
• Utilize core digital tools (e.g., Microsoft Office 365, SharePoint, OneDrive) to support daily administrative tasks and information management
• Apply basic automation tools such as calendar scheduling features, templates, and workflow reminders to reduce manual effort and errors
• Participate in training related to new technologies and AI-enabled tools, supporting continuous improvement and digital readiness
• Perform position-specific responsibilities and other duties as assigned in support of executive operations and organizational objectives

Benefits

• Medical / Dental / Vision / Basic Life / STD / LTD
• Vacation Days: 2-4 weeks depending on role
• Sick Days: 12 days per year
• Holidays: 11 days per year
• 401(K) / ROTH / FSA / HSA / EAP
• Education and Adoption Assistance
• Bank-Wide Annual Discretionary Bonus Program
• Production-based incentive program available for some roles.
• Paid Volunteer Time: 4 days per year / annual match of qualifying employee donations
• Paid Sabbatical Program after 5 years of service
• Pet Benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED