Executive Assistant to the Office of the General Counsel

Mechanics Bank • Walnut Creek, CA

2d • $32 - $42 • Onsite

About The Position

Mechanics Bank is currently searching for a Executive Assistant to the Office of the General Counsel to join our team. This role will be working on-site. The Executive Assistant to Office of the General Counsel will provide high-level administrative support to the General Counsel (GC) and Deputy General Counsel (DGC). This role will provide comprehensive support for the GC and DGC, including serving as a key point of contact for internal employees and external business partners. The ideal individual will be proactive in approach, possess excellent judgment in a variety of situations, demonstrate superior written and verbal communication skills, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities. In line with established policies and procedures, working with minimal supervision and direction, this role performs a wide variety of administrative and staff support services. This role will operate under the direct supervision of the GC and the DGC, and will assist other internal attorneys as assigned. This role will interact professionally with the Mechanics Bank (“MB”) Board of Directors (“Board”), Management committees, and senior executives utilizing excellent verbal and written skills. This role will frequently interact with management within and outside of the company, comfortably communicating with customers, vendors and visitors and flawlessly handling confidential and critical details. This role will also be responsible for anticipating the needs of the executive and legal teams and flexibly accommodating work schedules. This role will be responsible for greeting guests; screening calls; managing calendars; making travel, meeting and event arrangements; maintaining records; and preparing reports, financial data and communications. This role works with the entire legal team across the broad range of legal initiatives on a daily basis including litigation, intellectual property, corporate governance, licensing, mergers and acquisitions, and general legal and regulatory compliance matters. This role performs a variety of complex and confidential duties in assisting the GC, the DGC, and legal team using tact, diplomacy and discretion, and exercise independent judgment.

Requirements

• High School or GED required.
• 5 years minimum of High-level executive support required.
• Expert knowledge of MS Office (Outlook, Word, Excel, PowerPoint and Access) and Internet skills.
• Must understand basic concepts of corporate organization, corporate governance and banking.
• Ability to read, analyze, and interpret general business periodicals, professional journals, or governmental regulations.
• Ability to write reports, business correspondence, and desktop procedures.
• Ability to effectively present information and respond to questions from Board members, managers, clients, customers, and the general public.
• Ability to calculate figures and amounts.
• Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• While performing the duties of this job, the employee is regularly required to sit and talk or hear, and use hands to finger, handle, or feel objects, tools, or controls.
• The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision.

Nice To Haves

• 4 year Bachelor's Degree preferred.
• 3 years minimum experience in event planning preferred.
• Notary Public preferred.
• Knowledge of State and Federal banking regulations highly preferred.

Responsibilities

• Manage the GC's and DGC’s complex, fast-changing calendars, using sound judgment in mapping out day-to-day meetings, events, and responsibilities. Plan, coordinate, and ensure the GC’s and DGC’s schedules are thoughtfully and effectively constructed with an eye to supporting expressed priorities.
• Arranges Board and committee meetings (including preparing “Board packages”, “committee packages”, making meeting arrangements, etc.) and assists in conducting meetings by operating equipment, scheduling presentations, etc., as assigned.
• As requested, provides reports for and interacts with government and regulatory offices on matters affecting MB.
• Drafts letters, reports, and various other communications and documents.
• Collects and analyzes information and initiates communications including responses to basic client and department concerns.
• Produces information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Performs all other job duties as assigned by a supervisor.
• Administer programs, projects and/or processes specific to the operating unit assigned.
• Conserves the executive’s time by reading, researching and routing correspondence.
• Maintains the executive’s appointment schedule by planning and scheduling meetings, conferences and travel.
• Assists clients and staff, in person or on the telephone, and answers or directs inquiries to the appropriate party.
• Maintains client and staff confidence and protects operations by keeping information confidential.
• Maintains and monitors expenses and invoices approved by executives.
• Organize internal and external meetings for GC and DGC, including logistical and substantive preparation (i.e. securing venue, ordering/setting up catering, and managing communication to employees)
• Completes projects by assisting, coordinating and following up on results.
• Maintains information and provides historical reference by organizing and filing records in a secure and retrievable manner.
• Maintains professional and technical knowledge by reviewing professional publications and establishing personal networks.
• Contributes to a team effort by accomplishing related results as needed in support of the executive’s goals and objectives.
• Frequently compose, proofread, and finalize complex correspondence, documents, meeting minutes, reports, and board meeting materials, using experience and judgment.
• Ability to make arrangements, monitor, and follow up in a timely manner to meet compliance and business needs.
• Ability to work independently, manage sensitive work and engage resources as required.
• Meeting and event planning skills, including developing and managing logistics, vendors, and project plans.
• Coordinate RSVP lists and logistics for off-site client events.
• Demonstrate ability to be proactive, take initiative and exercise good judgment, discretion and confidentiality in all tasks.
• Run and distribute various weekly, monthly and quarterly reports.
• Works with the legal team on a wide range of legal initiatives.
• Manages the online legal invoicing database, including opening and closing of matters, generating spending reports, and ensuring timely processing of invoices.
• Manages the litigation process from service of initial complaint through retention of counsel, maintaining a litigation database, issuing and coordinating multiple legal holds, and working with the Corporate Insurance Manager to tenderi and coordinate multiple insurance claims.
• Collaborate with other non-attorney legal staff to ensure smooth operation of all Legal Department functions, and provide backup support as needed.
• Provides analytical and specialized assistance to prepare reports, presentations and special projects.
• Maintains office supplies inventory and ensures operation of office equipment.
• Retrieve, sort and distribute mail for C Suite executives.
• Will keep the kitchen and surrounding areas presentable and take care of catering when required.
• Provides office/phone coverage and back up for other Executive Assistants, including the Executive Assistant to the CEO as needed.
• Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
• Manage all travel scheduling and arrangements.
• Provide a bridge for smooth communication between the GC and internal teams; demonstrating leadership to maintain credibility, trust, and support with staff.
• Ensure consistent and efficient interaction with other executive assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
• Answer telephone calls, tactfully handles inquiries, and greets visitors.

Benefits

• Medical, prescription, dental, and vision coverage for employees and their eligible family members
• Employer paid Employee Assistance Program, Life Insurance, AD&D, and Disability benefits
• Health Savings Account with employer contribution
• Healthcare and Dependent Care Flexible Spending Accounts and Commuter/Parking Benefit
• 401(k) and Roth 401(k) with company contribution
• 529 Education Savings plan, Tuition Reimbursement Program and Student Loan Assistance Program
• Supplemental Health plans, Voluntary Legal and Identity Theft Services
• 11 paid holidays, paid Sick days (accrual of one hour for every 30 hours worked), up to 25 paid vacation days, and 16 hours of paid volunteer time throughout the calendar year
• Free personal checking and savings account; Discounted rates on primary residence loan with $0 origination fees (restrictions apply)

What This Job Offers

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