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Executive Administrative Assistant

Company: Golden State Bank
Location: Upland
Posted on: May 11, 2022

Job Description:

Job DescriptionJob SummaryThe Executive Administrative Assistant reports directly to the President/CEO and supports the executive/senior management team. This position will assist the President/CEO in all business administrative areas, including correspondence and calendar management, meeting arrangements, and minutes taking for the Company. The position serves as a link between the executives and the rest of the staff, contributes to better organization and planning, and helps leaders be more effective in their roles. Essential Job Duties

  • Manages the CEO's calendar, including making appointments and prioritizing the most sensitive matters.
  • Provides administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the CEO's behalf.
  • Performs confidential administrative duties and is responsible for the successful completion of assigned projects.
  • Schedules calendar events and coordinates logistics related to meetings and sponsored events.
  • Maintains filings and reports record-keeping systems and assures timely updating.
  • Prepares agendas, gathers, and coordinates data, compiles Board packets and subsequently distributes Board packets.
  • Takes minutes of the board's actions during board meetings for the Bank and Bancorp and makes sure that they are documented properly.
  • Maintains the Board Books' records and approvals.
  • Assist in annual shareholder meeting documents.
  • Prepares a variety of letters, agreements, and reports to clients, Directors, shareholders, regulators, attorneys, advisors, etc.
  • Serves as the gatekeeper for the Bank Policies Master Listing
  • Strong organizational skills and ability to multitask and work accurately with close attention to detail.
  • Time management and ability to meet deadlines.
  • Problem-solving and decision making; ability to maintain discretion and confidentiality.
  • Excellent verbal and written communication skills. Advance skills in Microsoft Office Suite (word, excel, powerpoint, etc.) and the Internet.
  • Proactivity and self-direction.
  • Office supplies administrator.
  • Back up for updating phone directory; ordering business cards for employees.
  • Perform other duties and responsibilities as assigned.Job QualificationsMust be able to perform all the essential duties of the position satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    • Minimum 5-10 years of administrative experience in an executive assistant role.
    • Banking experience is preferred.
    • Extensive experience supporting the CEO, Board of Directors, and executive management. Excellent communicator with strong interpersonal skills, managing relationships with c-level executives, and board members.
    • Ability to use independent judgment and make decisions.
    • Comfortable in a fast-paced environment with multiple responsibilities, tasks and Projects
    • Track record of administering contracts from preparation to final signature.Computer & Software Skills
      • Must have advanced computer skills including Microsoft Office Suite (word, excel, PowerPoint, etc.) and the Internet.

Keywords: Golden State Bank, Upland , Executive Administrative Assistant, Administration, Clerical , Upland, California

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