Job Title: Executive Assistant
Supervision Received: President and CEO
Supervision Exercised: No
FLSA: Full-time, Exempt
The Executive Assistant will provide high level administrative and operational support to the President and CEO, as well as the Executive Management team and Board of Directors. The Executive Assistant enhances the effectiveness of the President and Executive Management team by screening calls, managing calendars, scheduling meetings and corporate events, preparing reports and financial data, and customer relations.
Essential Duties & Responsibilities
To perform this position successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.
- Conserve President’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
- Maintains President’s appointment schedule by planning and scheduling meetings, conferences, and travel.
- Maintain confidence and protect operations by keeping information confidential.
- Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Support the Bank’s Board of Directors by organizing meetings; maintaining board calendar of meetings and committee meetings; create meeting agendas and packets and assure information is provided to Board Members in a timely manner; keep or coordinate the minutes for each meeting and distribute to Board Members as appropriate.
- Prepares reports by collecting and analyzing information.
- Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- Assist with Strategic Plan development and production; budget preparation; reviewing invoices and submitting for payment; and managing financial accounts assigned to the office of the President.
- Manage the time and attendance and leave requests for those employees managed by the President.
- Serve as a resource when needed to other members of the Executive Leadership Team.
- Perform other duties as may be assigned.
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to manage and maintain confidentiality at the highest level of the organization.
- Superior proficiency in the use of all Microsoft Office products.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcript, designing forms, and other office procedures and terminology.
- Ability to coordinate multiple, diverse projects while setting realistic timelines and deadlines.
- Ability to resolve routine & complex problems independently and understand when consultation with President is necessary for unusual issues.
- Knowledge of principles and processes for providing customer and personal services; demonstrating high levels of professionalism and confidentiality in all interactions.
- Ability to follow prescribed and detailed procedures to solve moderately complex problems and collect data, establish facts and draw valid conclusions.
- Ability to give full attention to what other people are saying; taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Ability to communicate orally to others to convey information effectively.
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar including the ability to comprehend written sentences and paragraphs in work related documents.
- Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Knowledge of those arithmetic, algebra, statistics, and their applications specific to the position.
Physical Demands and Abilities
The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.
- Ability to listen to and understand information and ideas presented through spoken words and sentences.
- Ability to communicate information and ideas in speaking and writing so others will be able to understand.
- Ability to identify and understand the speech of another person.
- Ability to see details at close range (within a few feet of the observer).
- Ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
- Ability to sit for long periods of time.
- Ability to demonstrate manual dexterity through use of typing on a keyboard, sorting through paperwork, reaching and grabbing objects.
- Ability to stand, bend, and lift up to 10 pounds.
- Ability to operate standard business equipment such as a fax, computer, printer, copier, etc.
- Ability to look at a computer screen for several hours.
- Ability to travel to other locations if needed.
- Ability to work on a flexible schedule when needed that at times may include late working hours or weekend hours.
Required Education and Experience
- Bachelor’s degree in Business Administration or related field of study. Additional years of experience above the minimum requirements may be considered in lieu of education.
- Five (5) years of administrative experience supporting Presidents, CEOs, Vice Presidents, Boards, or directors and high-level managers.
- Proficient in the use Microsoft Office Products (Word, PowerPoint, Excel, Outlook).
- Elevated requirement for professionalism and discretion with confidential information.
- Adaptable to the changing requirements and the influx of various requests from Board and Executive Team members while maintaining the ability to stay focused and drive completion of tasks within narrow time lines.
- May be required to attend activities outside the bank to stay abreast of new developments, best practices, and statutory and regulatory changes.
- Pursuant to the Drug Free Workplace Act of 1988, all employees must remain drug free and alcohol free when reporting to work and while engaged in any work related activities.
- Must adhere to all Bank Secrecy Act regulations and requirements.
This document and the statements contained within it are intended to describe the general nature and level of work being performed by the employee assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the employee.
- Forcht Bank is an Equal Opportunity Employer –