Senior Executive Assistant

MidWest Bank Centre
Job Description
Job Description and Analysis
-- Senior Executive Assistant --
Reports To: Chairman/president
I.       Function and Impact Information
            Purpose of Job
To assist in the efficient and effective operation of the Executive Office of the Chairman/President, to increase their time and flexibility and to maintain the Bank’s reputation of quality customer service by responding to the various needs of customers, employees and directors with a positive attitude.  This includes overall administration and oversight of the Corporate and Board related responsibilities and various  Legal Board Director and Prospect Executive Management marketing events.
            Impact of the Job
If this job is done well, the Chairman’s/President’s time and efficiency are maximized.  Many issues are identified and resolved without interruption to their day.  Bank employees, directors and customers are given courteous and efficient service, and communication is improved and effective between the Executive Offices and all internal and external contacts.  The Chairman/President are confident that issues are dealt with in a professional manner in their absence or at their direction and confidentiality of the Executive office is well maintained.
routine decisions made
Scheduling of the Executive office calendars, including items related to Boards, various committees, marketing events, prioritization of tasks and projects, providing guidance and training on various items to employees and delegating tasks to others as needed.
            Nature of Internal Contacts
All Bank employees, particularly the Executive Management team, Senior Leadership, Commercial and Retail services, Legal Board Directors, Advisory Directors and administrative assistants.
            Nature of  External Contacts
Customers, prospects, vendors, event planners, media, shareholders, messenger services, various community related boards and individuals.
II.      Responsibilities and Tasks
            Essential Responsibilities, Time Spent
  % Time Weight
Manage Executive office 50  
Provide efficient courteous service to
Employees / customers / directors
Prepare / coordinate  meetings, materials and
correspondence for Exec Office &  Board of Directors
Coordinate Events and Dinners for Legal Board & Exec Mgmt 5  
Tasks Required for Each
            1.         Manage Executive Office       
  • Greet employees, customers, vendors, prospects and directors in a friendly and professional manner
  • Screen telephone calls
  • Schedule appointments, make reservations
  • Set up and maintain files
  • Open and sort mail
  • Prioritize mail and messages
  • Handle confidential material and matters with professionalism
  • Facilitate communication between various staff members, projects and Chairman/President
  • Order supplies
  • Maintain the constant flow of business in the Chairman/President’s absence
  • Coordinate monthly, quarterly and annual staff reviews and materials for direct reports
  • Oversee quarterly shareholder letter process
  • Coordinate Strategic Planning process and distribution
  • Monitor and research various expenses, donation requests and budget related items
  • Gather and research information to assist Chairman/President
  • Draft memos, agendas and various correspondence for meetings and communications
  • Maintain company organizational chart at Senior Leadership level
  • Prepare documentation and presentations for SBI meetings
  • Coordinate internal meetings and materials for Executive Management team and other internal groups as needed.
  • Inform Chairman/President of any problems or concerns that may impact the Bank
  • Be proactive and do whatever it takes to get the job done, remaining flexible
  • Coordinate travel arrangements
  • Manage full site administration of DirectorsLink, including groups, users and software updates.
  • Have a working knowledge of iPads as it relates to the DirectorsLink software; able to troubleshoot issues and set up new users.
  1. Provide efficient, courteous service to all internal and external contacts (customers, employees, prospects, directors, vendors).
  • Greet others in professional manner
  • Communicate to contacts that they are important to MBC
  • Provide accurate and complete responses to customers and all contact inquiries
  • Research and respond to internal and/or external customer needs involving moderately complex problems and requests
  • Make routine decisions to expedite problems quickly
  • Know the proper individuals within the organization to handle issues I am not able to resolve
  • Be proactive and do whatever it takes to get the job done, remaining flexible.
3.         Prepare / coordinate materials and correspondence for Executive Office and    Directors.
  • Attend Board and committee meetings, taking minutes as needed
  • Transcribe & circulate meeting minutes
  • Type letters, minutes, agendas, and materials as needed
  • Communicate meetings and various information to Directors
  • Coordinate the preparation of the monthly Legal Board materials and provide electronic access to materials
  • Coordinate meetings and materials for Board sub-committees
  • Prepare PowerPoint presentations for various meetings as needed
  • Maintain Corporate files for Bank, Legal Board and Holding Company
  • Maintain strict confidentiality regarding Corporate Office matters
  • Coordinate all aspects of the annual shareholder meeting and annual organizational meetings.
4.   Coordinate Events and dinners for Legal Board and Executive Management Team
  • Prepare and distribute various director announcements / communications
  • Maintain the Bankwide meeting and event calendar
  • Assist as needed to Coordinate Bankwide marketing events
  • Work with vendors/event planners
  • Set up and oversee events and meetings
  • Coordinate offsite activities  / events for  the Legal Board members and Executive Management Committee
III.     Specifications
            Knowledge, Skills & Abilities Required
Knowledge Skills Abilities
  • Office administration
  • Typing/Computer/all office machines/general technology
  • General Banking knowledge of all departments, including Com’l, Retail, Operations and some loan background
  • Communication skills
  • Writing & grammar skills
  • Strong organizational and planning skills
  • Ability to keep certain matters confidential
  • Phone skills
  • Ability to take accurate minutes
  • Effective coaching skills
  • Professional image
  • Strong verbal and communication skills
  • Event planning skills
  • Work under pressure
  • Meet deadlines
  • Multi tasking
  • Prioritizing
  • Dependable
  • Be able to think quickly and work with little or no direction.
  • Adaptable to rapidly changing work flow and environment
  • Ability to interact cordially with coworkers to accomplish common tasks.
Physical Requirements
  •  Physical mobility and dexterity to create and transport files and operate general office equipment (telephone, fax, copier)
  • Able to accurately enter data on a CRT at 60wpm
  • Ability to effectively read, write and speak the English language.
  • Visual acuity sufficient to accurately review and proof information.
  • Auditory ability to use a telephone
Formal Education and Credentials
Associate’s Degree with 3-5 years of job related experience; or, an equivalent combination of education and experience.  A college degree in Business Administration is preferred.
Working Conditions
The nature of this job requires that the person be able to keep information private and confidential as they will work closely with the Chairman/President.
Able to travel to other locations, off site meetings and events.
Sr. Executive assistant
Contact Information