Mechanics Bank is currently searching for a Executive Assistant to support our Head of Wealth Management and the role will be based in Walnut Creek. In this role you will support the executive with managing their calendar, scheduling meetings, correspondence and assume overall administrative responsibility for projects that may be complex and/or involve bank-wide impact and confidential issues.
What you will do:
Manage calendar, travel arrangements, schedule meetings, prepare and process expense reports
Arrange and prepare for meetings and departmental events which may include invitations, securing venue, ordering/setting up catering, customer gifts and managing communication to department employees.
Manage client lists for events and holiday gifts
Exercises independent discretion in contacting bank personnel at all organizational levels to gather information and fulfill assignments which may involve work of a confidential nature.
Coordinate activities for FDIC exams
Format information for internal & external communication - memos, emails, presentations, reports
Prepare and update collateral - client presentations, economic updates, giveaways, sales team bios, department meetings
Update policies and procedures and use Policy Tech
Order office supplies, take care of equipment needs, set up conference calls, A/V set up, distribution of mail, order department publications and subscriptions
Manage SharePoint Site for department
Set up & manage client online access in portfolio online and set up and manager employees for system access
Prepare PowerPoint presentation for DTC, record minutes for DTC and TFC
Extract missing policies and procedure attachments from Lotus Notes.
Transitioning Portfolio Online set up process to Operations
Performs all other job duties as assigned by supervisor.
Who you are:
Performs diverse complex administrative duties involving strategic and often bank-wide projects.
Minimum typing speed of 60 wpm with accuracy.
Strong MS Office skills (Outlook, Word, Excel, PowerPoint, and SharePoint).
Must possess excellent human relations and communication skills and exercise good judgment.
Requires good working knowledge of the supervisor's area of responsibility.
Excellent written and verbal communication skills.
Must possess excellent human relations and communication skills and exercise good judgment. Excellent written and verbal communication skills.
Needs to be able to work well under time constraints and manage conflicting priorities.
Must have strong organizational skills, accuracy and attention to detail.
Possess excellent human relations, communications and business writing skills.
Possess effective time management and organizational skills.
Able to cope with pressure resulting from meeting required deadlines.
Demonstrate teamwork in facilitating workflow. High level of cooperation with others and responsive to the Bank's needs.
Consistently demonstrate tact, discretion and good judgment.
Exhibit high degree of professionalism and confidentiality in handling and having access to sensitive information.
Demonstrate excellent customer service skills.
High school diploma or equivalent
5 years related experience required including high-level executive support required.
Knowledge of State and Federal banking regulations highly preferred.
Mechanics Bank is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, religion, national origin, age, genetic information, veteran status, or on the basis of disability, gender identity, sexual orientation or other bases prohibited by applicable law.
Please view Equal Employment Opportunity Posters provided by OFCCPhere.
