Executive Secretary

1870 Holdings • Monmouth, IL

1d • $22 - $28 • Onsite

About The Position

Under general supervision, but in accordance with established policies and procedures, is responsible for providing personal secretarial, clerical, and support functions for the President & CEO’s administrative and lending functions; such as preparing correspondence in final form, maintaining files and records, and conducting projects and assignments. Will provide these same types of services for 1870 Holdings, Inc. in a backup capacity. Must have a thorough knowledge of the supervisor’s area of responsibility in order to gather data and prepare special reports, minutes, special projects; provide information in their absence, etc. Employee is responsible for producing high-quality services that are accurate, complete, in proper format, and fulfill the intended purpose in order to present a positive image of the bank and the holding company. Is assigned as a personal assistant to the Bank President and the Board of Directors for the bank and the holding company. This position requires complete confidentiality regarding all bank and holding company documents, records, and personnel matters.

Requirements

• High school diploma or G.E.D.
• Five years of increasingly responsible experience in banking in order to develop the necessary skills to provide assistance for administrative type duties, exercise good judgment and work independently in the supervisor’s absence.
• A thorough knowledge of bank operations to assist various officers and staff members.
• Customer Focus
• Managing Performance
• Interpersonal Communication
• Fluent in Microsoft Officer (Word/Excel/PowerPoint/Teams)
• Ability to learn and adapt to new technology and/or software applications
• Quality Driven
• Sound Judgement
• Personal Integrity & Ethics
• Self-Starter
• Well-Organized
• Ability to type and file documents proficiently
• Ability to operate office equipment of varying heights, sizes and positions by reaching, handling, fingering, bending, stooping, kneeling and feeling
• Ability to obtain documents, files, and supplies of varying sizes, heights and weights by reaching, handling, stretching, lifting, bending, climbing, stooping, kneeling and feeling
• Ability to effectively exchange information in a verbal, visual and written fashion
• Ability to apply common sense understanding in order to problem solve by analyzing, observing, and prioritizing.
• Reads material and identifies relevant details; judges accuracy and appropriateness
• Ability to lift and carry a weight of up to 20 pounds for a short period of time.
• Ability to sit for long periods of time.
• Ability to effectively interact with others, including but not limited to internal and/or external customers, members of management, and vendors.
• Ability to work a regular, predictable schedule.
• Must know or have the ability to learn QuickBooks.

Nice To Haves

• Provide these same types of services for 1870 Holdings, Inc. in a backup capacity.
• Backup to Board Recording Secretary for 1870 Holdings.

Responsibilities

• Preparing correspondence in final form, maintaining files and records, and conducting projects and assignments.
• Providing secretarial, clerical, and support functions for the President & CEO’s administrative and lending functions.
• Gathering data and preparing special reports, minutes, and special projects.
• Providing information in the supervisor’s absence.
• Representing the bank in a positive fashion in dealing with customers and potential business clients.
• Keeping bank and holding company matters confidential.
• Preparing a variety of administrative reports and minutes.
• Gathering data and information from a variety of sources such as regulatory manuals and computer printouts.
• Doing research as needed.
• Making complex calculations to verify data accuracy and relevance.
• Organizing and drafting reports to ensure the meaningful display of information.
• Maintaining and revising filing and recordkeeping systems.
• Classifying, sorting, and filing correspondence, articles, records, and other documents.
• Greeting and screening personal visitors, customers, salespeople, etc.
• Making appointments for supervisor and entering them in his/their calendar.
• Explaining supervisor’s requirements or instructions regarding appointments.
• Maintaining supervisor’s calendar and reminding supervisor of scheduled appointments and meetings.
• Assembling documents, reports and information as required to prepare for meetings.
• Ensuring that participants are informed of meeting dates and times and have the necessary information and documents for the meeting.
• Transcribing meeting minutes accurately and efficiently.
• Preparing directors payroll for the bank and the holding company and stockholders’ dividends.
• Scheduling business trips and travel accommodations for President, Executive Officers, and board of directors of the bank and holding company.
• Preparing, organizing and mailing packets to Directors for Board, ALCO, Director Loan Committee and 1870 Holdings Board meetings.
• Serving as Midwest Bank Board Recording Secretary and as a backup to Board Recording Secretary for 1870 Holdings.
• Serving in a backup role for Shareholder Relations, including maintaining Shareholder records, preparing financial documents, maintaining website/shareholder portal and paying 1870 Holdings invoices.
• Conducting all duties in compliance with applicable laws, regulations, and Bank policies and procedures.

What This Job Offers

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