Administrative Assistant

This position provides administrative support to Regional Leaders and Executive Assistants, as needed. A thorough knowledge of administrative and word processing functions is necessary. This position produces high-quality, professional support that is accurate, complete and fulfills the intended purpose for presenting a positive image to employees and customers. This position requires balancing and prioritizing a large number of tasks. Excellent verbal and written communication skills are required. Due to the nature of this position, a high level of confidentiality must be maintained.

 

Primary Duties:

• Schedule and coordinate meetings, webinars, conference calls and appointments. Maintain calendar(s) through MS Outlook.
• Facilitate and track the distribution of event tickets.
• Order and arrange food and beverages for various group meetings.
• Make dining reservations.
• Coordinate/schedule travel and prepare trip itineraries.
• Reserve and prepare conference rooms. Be a proficient resource for setting up and running technology for meetings.
• Assist in the planning and coordination of bank events.
• Purchase supplies, gifts and apparel as needed.
• Download and print monthly financial reports for leader’s binders.
• Assist the Executive Assistant with projects and tasks, if applicable.
• Provide prompt and accurate performance of administrative and word processing duties as assigned.
• Develop and edit presentations and materials for staff and other meetings.
• Process and track invoices, expenses, donation and sponsorship requests for assigned area(s).
• Contact Facilities, IT or applicable vendors as requested by leadership.
• Prepare and ship packages and coordinate courier services.
• Serve as the point person for bank offices on facilities-related matters and tenant communications.
• Provide prompt solutions to issues with calmness and professionalism.
• Provide a welcoming atmosphere for internal and external guests.
• Know by name and face as many customers and employees as possible, calling them by name as often as possible.
• Know and practice LOCBUTN, our Golden Rules, and Bell Bank Customer Service Standards.
• Know, understand, and live the company values and bottom line.
• Conduct activities consistent with established Bell Bank policies, procedures and systems, the Bell Bank Employee Conduct policies, the Bank Secrecy Act and all applicable state and federal laws and regulations.
• All employees are responsible for information security, including compliance with policies and standards which protect sensitive information.
• Prompt and reliable attendance.
• Perform other duties as assigned.

Job Skills Required:

• College degree in related field or related work experience is preferred.
• Proficient secretarial and typing skills including grammar, spelling, editing and proofreading.
• Competent in the use of personal computer systems, internet applications, MS Office Suite and AV equipment. An ability to quickly and accurately learn new software systems.
• Flexibility to adapt to changing environments along with the ability to find solutions when one must pivot.
• Ability to work well under pressure and navigate multiple deadlines.
• Excellent verbal and written communication skills.
• Organized, detail-oriented and able to prioritize and complete multiple tasks.
• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette.
• Ability to maintain a high level of confidentiality at all times.