Description

The Executive Assistant provides administrative support to the Chief Executive Officer and other high level executives within the banking institution. Serves as Back Up to the Board Liaison to conduct and take minutes at monthly board meetings. This position is responsible for supporting the CEO, the executive team and the Board of Directors in a timely and professional manner. Primary duties include: arranging bank and board events, planning and executing logistical details for onsite and offsite meetings, as well as the management of general administrative operations in the executive office. The Executive Assistant also handles and facilitates various business processes and projects on behalf of the CEO, Board of Directors, and the executive team. This role requires a high degree of organizational skills, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant acts as the primary point of contact between executives, clients, and internal staff, ensuring smooth communication and coordination of tasks.

STATEMENT OF EXPECTATIONS

Chickasaw Community Bank (CCB) expects all employees to comply with the responsibilities of their assigned position to the highest degree of performance.  Expectations include but are not limited to:

• Adhere to the bank’s policies and support management decisions and goals in a positive, professional manner
• Represent CCB with a high level of integrity and professionalism
• Maintain knowledge and understanding of banking rules, regulations, laws, and all policies and procedures
• Knowledge of applicable bank software, programs, and procedures
• Demonstrate a willingness to adapt to changing business needs and deadlines
• Possess a work ethic that includes neatness and punctuality
• Exhibit a professional, business-like appearance, and demeanor
• Answer all voicemails and emails within 24 hours of receipt
• Confer with management concerning questions, procedures, necessary information, forms completion, and problem resolutions
• Complete and attend all required CCB training
• Maintain satisfactory attendance

ESSENTIAL FUNCTIONS

1. Administrative Support:
   • Manage executives' calendars, including scheduling meetings, appointments, and travel arrangements.
   • Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-ups.
   • Prepare correspondence, reports, presentations, and other documents as requested by executives.
   • Maintain accurate records, files, and databases, both electronic and hard copy.
2. Communication and Liaison:
   • Serve as the primary point of contact for internal and external stakeholders, including clients, investors, and regulatory agencies.
   • Facilitate communication between executives and various departments within the organization, ensuring alignment on goals and objectives.
   • Draft and distribute internal communications, memos, and announcements on behalf of executives.
3. Project Coordination:
   • Assist in the planning, coordination, and execution of special projects, initiatives, and events as directed by executives.
   • Conduct research, gather data, and compile reports to support decision-making processes.
   • Monitor project timelines and milestones, providing regular updates to executives and stakeholders.
4. Confidentiality and Discretion:
   • Handle sensitive information with the utmost confidentiality and discretion.
   • Maintain a high level of professionalism and integrity in all interactions and communications.
   • Adhere to company policies and procedures related to data security and privacy.
5. Team Support:
   • Collaborate with other administrative staff members to ensure efficient office operations.
   • Provide backup support to other executives' assistants as needed.

Foster a positive and supportive work environment, contributing to a culture of teamwork and collaboration.

ADDITIONAL RESPONSIBILITIES

• Run errands, picks up and sets up lunches, and helps with other housekeeping items that best support the CEO and executive team.
• Perform other tasks requested as they relate to the Bank and its functions

Qualifications

ENVIRONMENT AND INTERACTION

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Some travel may be expected for this position.

PHYSICAL ACTIVITIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

PHYSICAL REQUIREMENTS:

This work is sedentary and requires the following physical activities:

• Sitting for long periods of time; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking, hearing, and visual acuity.
• Frequent lifting (up to 10 pounds of paper supplies or minor office equipment).

WORKING CONDITIONS:

• Normal office environment.

NOTE:  The above statements are intended to describe the general nature and level of work performed by an employee in this position.  These statements are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees in this position.

PROFICIENCIES

• Good written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person and over the phone
• Effective interpersonal skills with the ability to work with individuals and groups at all organization levels; ability to work independently and as part of a team
• Skill in establishing and maintaining effective working relationships with stakeholders, including staff, board members and community partners
• Must possess tact and have the integrity to maintain highly confidential information at all times
• Computer proficiency required including Excel and Outlook as well as the ability to learn and navigate computer systems and websites necessary to complete job description and other duties as assigned
• Self-motivated with the ability to take initiative and prioritize tasks; good time management, planning, organizational, problem prevention and problem-solving skills
• Ability to handle multiple tasks at the same time
• Ability to work efficiently and maintain a professional, positive demeanor in high pressure situations and demonstrate a high level of flexibility in a rapidly changing environment
• High level of accuracy and attention to detail
• Ability to conduct research and prepare presentations or reports as assigned
• Ability to study and apply new information
• Able to deliver effective results, meet deadlines and targets
• Proficient proofreading and editing skills

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required
• Bachelor’s Degree preferred, with a focus on business administration, finance, or related field.
• Proven experience as executive secretary or similar administrative role

Previous experience with taking minutes of meetings and translating them into board documents is preferred