Executive Assistant

Columbia Bank•San Diego, CA

7d•Onsite

About The Position

Provide professional administrative, clerical, and operational support for senior management and executive level staff within various business lines of the organization. Responsible for providing administrative, clerical, and technical support, including receiving and screening incoming calls and mail, composing, editing, and typing correspondence, scheduling appointments, and managing travel arrangements. Responsible for researching and assembling data for reports, projects, presentations, and committee and board assignments. Analyze, summarize, and communicate information in a professional manner for presentation to the Board of Directors, executives, and senior management. Prepare calendars, agendas, and materials for various meetings, including: board, ALLL, and ALCO. Maintain corporate records, including board minute books, bylaws, and policy. Review minutes to ensure compliance with bylaws and develop appropriate resolutions for board action. Coordinate activities surrounding annual and bi-annual meetings/retreats, as well as luncheon and dinner meetings. May be required to participate in management meetings and planning sessions. Coordinate meetings relating to highly confidential mergers and acquisitions. Prepare and compile requested information for federal/state regulators and/or internal/external auditors. Serve as recording secretary for exit conferences as needed. Maintain corporate organization charts. Monitor and reconcile expenses associated with related departments. In applicable business lines participate in budget, goal creation and communication. Oversee maintenance of executive office space and board room. Demonstrates compliance with all bank regulations for assigned job function and applies to designated job responsibilities – knowledge may be gained through coursework and on-the-job training. Keeps up to date on regulation changes. Follows all Bank policies and procedures, compliance regulations, and completes all required annual or job-specific training. Maintain a working knowledge of Bank's written policies and procedures regarding Bank Secrecy Act, Regulation CC, Regulation E, Bank Security and other regulations as applicable to this job description. May be asked to coach, mentor, or train others and teach coursework as subject matter expert. Actively learns, demonstrates, and fosters the Columbia corporate culture in all actions and words. Takes personal initiative and is a positive example for others to emulate. Embraces our vision to become “Business Bank of Choice” May perform other duties as assigned.

Requirements

H.S. Diploma/GED
2-4 years of experience in an executive assistant position.
Excellent written and verbal communication skills.
Extensive experience and proficiency with Microsoft Office software including: Outlook, Word, Excel, and PowerPoint.
Ability to maintain confidentiality and professionalism in all circumstances.
Ability to innovate, adapt, and use discretion in difficult or changing situations.

Nice To Haves

Some college credits preferred.
Experience with Microsoft Project or Access may be required.
Experience with general business classes, analysis, and accounting may be required.
Experience in banking, respective business line, or a related area may be required.

Responsibilities

Provide professional administrative, clerical, and operational support for senior management and executive level staff.
Receive and screen incoming calls and mail.
Compose, edit, and type correspondence.
Schedule appointments and manage travel arrangements.
Research and assemble data for reports, projects, presentations, and committee and board assignments.
Analyze, summarize, and communicate information for presentation to the Board of Directors, executives, and senior management.
Prepare calendars, agendas, and materials for various meetings.
Maintain corporate records, including board minute books, bylaws, and policy.
Review minutes to ensure compliance with bylaws and develop appropriate resolutions for board action.
Coordinate activities surrounding annual and bi-annual meetings/retreats, as well as luncheon and dinner meetings.
Participate in management meetings and planning sessions.
Coordinate meetings relating to highly confidential mergers and acquisitions.
Prepare and compile requested information for federal/state regulators and/or internal/external auditors.
Serve as recording secretary for exit conferences as needed.
Maintain corporate organization charts.
Monitor and reconcile expenses associated with related departments.
Participate in budget, goal creation and communication.
Oversee maintenance of executive office space and board room.
Demonstrate compliance with all bank regulations for assigned job function.
Keep up to date on regulation changes.
Follow all Bank policies and procedures, compliance regulations, and complete all required annual or job-specific training.
Maintain a working knowledge of Bank's written policies and procedures regarding Bank Secrecy Act, Regulation CC, Regulation E, Bank Security and other regulations as applicable.
Coach, mentor, or train others and teach coursework as subject matter expert.
Actively learn, demonstrate, and foster the Columbia corporate culture in all actions and words.
Take personal initiative and be a positive example for others to emulate.
Embrace the vision to become “Business Bank of Choice”.
Perform other duties as assigned.