Executive Assistant

BOK Financial•Phoenix, AZ

14d•Onsite

About The Position

The Executive Assistant provides advanced administrative support to members of the Executive/Senior Leadership Team; exercises considerable discretion in the performance of duties and responsibilities; interacts with executive management team relating to activities of Bank-wide interest. Primary duties and responsibilities include: allocating management’s available time to ensure high priority objectives are accomplished, initiate frequent discussions with manager to prioritize objectives, scheduling requirements and potential conflicts; effectively block scheduled meetings and phone calls to reduce adverse impact on achieving higher priority objectives; prepares correspondence, reports and memoranda.

Requirements

Proficient knowledge of: file maintenance, English grammar, appropriate standards regarding letters, memorandum, composition, and proper telephone etiquette
Advanced PC and software application skills
Excellent understanding of bank operating practices and procedures
Advanced interpersonal, verbal, and written communication skills
Advanced organization skills; ability to handle multiple complex priorities simultaneously in a competent and professional manner
Ability to work with data/information requiring a high degree of confidentiality

Responsibilities

Coordinate and maintain executive’s calendar to ensure that high priority objectives are accomplished.
Schedule and reschedule meetings and appointments when necessary with little or no direction when required without interfering with business objectives.
Act as communications liaison bank-wide.
Make frequent routine and complicated decisions on behalf of Executive Officer pertaining to external and internal incoming mail and phone calls.
Ensure follow up on external and internal appointments and correspondence.
Coordinate preparation for meetings, including preparation of agenda, assembling of materials for meetings, poll members for attendance, physical preparation of room.
May be required to attend meetings, seminars, etc. and to possibly take notes or furnish information.
Develop, design and maintain information in spreadsheets and data base programs using the most complex features of various software programs (i.e., merge files, import data, graphs, etc.).
Gather information to be maintained on data base programs.
Generate and distribute reports from these programs and monitor reports for quality.
Maintain files and projects which require a high degree of confidentiality.
Answer telephone calls from clients directly.
Screen telephone calls and visitors.
Resolve routine customer inquiries.
May supervise and coordinate work of Administrative Assistants.