What are the responsibilities and job description for the Executive Assistant position at BankWest?
Scope of Job :
This position performs administrative support for the Senior Executive Assistant. This position serves as acting secretary to the Board of Directors in the absence of the Corporate Secretary. Serves as backup secretary for various committees including; Loan Committee, Management Committee, Trust Committee, and Compensation Committee. This position also carries out special projects and other duties as assigned by the CEO, COO, President or Senior Executive Assistant.
Primary Duties :
Serve as administrative assistant to the Senior Executive Assistant.
Provide support to the CEO, COO and President.
Provide secretarial support for the Loan, Trust / Financial Services, Management, Board Risk and Compensation Committees, as well as the Board of Directors, as directed by the Senior Executive Assistant. Provides administrative support; ensuring actions and decisions are documented and archived in an accurate and timely manner. Assist the Executive Assistant to gather, assemble, and deliver all required pre-meeting materials for the Loan, Trust / Financial Services, Marketing, Compensation, Audit / Compliance, ALCO, Board Risk and IT / VM Committees. Ensure the Board of Directors receives required information through delivery of materials via Director Access and serve as an administrator for Director Access.
Attend Committee meetings as required. Complete follow-up administrative work for Committees and the Board of Directors. Includes preparation, distribution of approved meeting minutes, tracking, administration of Director's fee pay and deferred compensation.
Serve as the Enterprise contact for employee hotel / travel corporate rates and reservations.
Process staff travel requests by booking conferences, hotel rooms and flights.
Process and approve various phone, debit / credit card, UPS, and other vendor invoices; accurately code for payment.
Assist with UPS and FedEx outgoing and incoming deliveries.
Acts as a "keyholder" and point person contact for the Main Office Emergency / Evacuation Procedure.
Assist the Senior Executive Assistant in coordinating strategic planning annual retreat. Update and maintain a master copy of the strategic plan.
Responsible for the compilation and maintenance of corporate files and reports for examination purposes. Compile and distribute various reports and financial information, as requested by the CEO, Senior Management and Senior Executive Assistant.
Responsible for compiling and spreading data in Excel or other programs, as directed by the COO, President or Senior Executive Assistant.
Set up Conference Rooms and / or Systems for the Board Meeting and any other Committee meetings under your authority.
Secondary Duties :
Work as a team with departmental counterparts on planning and implementing assigned projects and products.
Participate on various committees and project teams as deemed appropriate by management.
Attend, actively participate in organization, job specific training offered, and Quality Service programs.
Adhere to all applicable Policies and Procedures of BankWest organization.
Community involvement is strongly encouraged.
Other duties as assigned.
Requirements
Education :
High School Diploma or equivalent
Experience :
2 years' experience in related field
Administrative experience
Customer Service experience
Technology expertise preferred
Strong Microsoft Excel skills preferred
Banking experience is a plus
Knowledge and Special Skills :
Ability to work dependently and / or independently, under pressure, meet deadlines, and adjust work schedules as needed to complete job responsibilities.
Ability to organize and handle multiple responsibilities while delivering quality external and / or internal Customer Service.
Strong interpersonal skills to ensure effective communication with external and / or internal customers.
Ability to maintain the highest level of confidentiality.
Ability to maintain a high degree of professionalism and attention to detail.
Knowledge or ability to learn regulatory requirements pertinent to performance of specified duties in job description.
Knowledge of banking terminology and procedures.
Ability to skillfully use a variety of application software, learn computer programs, and comprehend the program output.
Adhere to Federal Privacy Standards in addition to following BankWest requirements for electronic communication and Social Engineering standards.
BankWest is a "Sales Organization" and all employees are expected to participate directly or indirectly with increasing BankWest's presence in their markets as appropriate.
