| EXECUTIVE ASSISTANT TO THE COO
Job Title: Executive Assistant to the COO
Reports To: Chief Operating Officer
FLSA Status: Non-Exempt
Compensation: TBD
Job Summary:
Manage and follow through on projects with precision and efficiency while providing personal administrative support to the Chief Operating Officer of the Bank.
Works in compliance with all Bank policies and procedures, as well as all applicable state and federal banking regulations.
Essential Job Functions:
• Prepare and edit correspondence, communications, presentations, and other documents.
• Participate in coordinating functions, meetings, training sessions and special events; follows-up to ensure timely implementation of scheduled events; prepare agendas, invitations and reception of replies; prepares, copies, and distributes materials; arranges location and space; and attends events to resolve problems as they arise.
• Record, transcribe, and distribute minutes of meetings.
• Conduct research, collect and analyze data to prepare reports, documents, and financial data.
• File and retrieve documents and reference materials.
• Manage and maintain COO’s schedules, appointments, and travel arrangements.
• Reconcile COO’s monthly expense report and maintain relevant receipts.
• Follow policies and procedures; completes administrative tasks correctly and on time; supports the Bank’s goals and values.
• Answer and manage incoming calls and communications.
• Coordinate project-based work.
• Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Responsible for procuring supplies.
• Maintain and update various operational systems throughout the organization, which may include, but not be limited to, the Bank’s website, and Intranet.
• File and image Bank’s contracts and assist with the vendor and contract management function.
• Provide support to any operations department as needed.
• Responsible for maintenance of all Bank facilities and bank-owned vehicles/equipment.
• Manage the Facilities/Maintenance schedule with internal personnel and external vendors.
• Support/Backup to other Executive Assistant(s)
Supervisory Responsibilities:
This position is not responsible for the direct supervision of any employee(s). This position will, however, be responsible for scheduling tasks for maintenance/facilities personnel.
Education & Job Qualifications:
• High School Diploma or GED equivalent with additional business courses along with 2-3 years of related office experience; or the equivalent combination of education and experience.
• Work related experience should consist of executive administrative duties with a financial or banking institution.
• Effective oral, written and interpersonal communication skills with the ability to apply common sense to carry out instructions, interpret documents, understand procedures, write reports and correspondence.
• Strong organizational skills, project coordination experience and ability to prioritize and multitask
• Must have strong Microsoft Office skills, Word, Excel and Outlook
Additional Eligibility Qualifications
• Multi-lingual capabilities to include Spanish are a plus.
Licenses/Certifications:
• N/A
Work Environment/Physical Demands:
• Travel – as needed.
• Office working conditions
• Frequently required to sit for long periods of time.
• Irregular hours – as needed.
This job description is not an inclusive list of all duties and responsibilities of the position. Is to perform any other job-related duties requested by any person authorized to give instructions or assignments. First Liberty Bank reserves the right to amend and change responsibilities to meet business and organizational needs.
EEO/AAP Policy Statement:
First Liberty Bank provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.
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