Executive Assistant to President

Description

Skowhegan Savings Bank seeks an individual to join our Executive team as Executive Assistant to the President. This is a full-time position, that sits onsite at our Main Office in Skowhegan. 

Position Summary:

The Executive Assistant provides assistance to the daily operations and functions of the Executive Department. The Executive Assistant will support the President/CEO and EVP in areas such as completion of assigned special projects and reports, calendar management and scheduling, preparation for and reporting on meetings including Board Meetings, correspondence, filing, telephones, emails, travel logistics and other special events and duties as needed. This position handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. This position will also support all senior managers, officers, and Board Members on projects or as requested.

Duties and Responsibilities:

Executive Support

• Work directly with the President/CEO and EVP managing daily schedule, keeping appointments and meetings on time, changing schedules and updating calendars as necessary, providing "gatekeeper" and "gateway" role for direct access to the CEO's time and office.
• Anticipates the President’s needs and proactively brings together appropriate people and resources to support the executive office in addressing issues. Exercises discretion in committing time and evaluating needs and keeps President advised of time-sensitive and priority issues.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response on non-strategic items, ensuring politically sensitive items are reviewed with the President.
• Ensures that various administrative tasks are performed in an effective and efficient manner including printing, faxing, copying, reviewing outside mail, independently drafting correspondence for signature, screening phone calls when requested, prioritizing emails and responds when necessary, maintains executive files and processes and reconciles expense reports.
• Prepares agenda in advance when the President chairs meetings; assist with and provides research and background information, content development, and creation of presentations (PowerPoint Presentations, special reports, tables, charts); coordinates and plans meetings, events and projects including the preparation and distribution of meeting materials and schedules.
• Acts as the lead in preparation for monthly Board and committee meetings including tracking, monitoring, and following the progress of open action items, drafting the agenda, setting the timetable for board material preparation, uploading the board material documents, producing a final draft of the electronic Board and committee reports, attending most meetings in person and independently producing accurate minutes at each meeting.
• Builds relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
• Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Professionally communicates on behalf of the President/CEO with Corporators, Board Members, Foundation Members, Employees and Customers on matters related to CEO's programmatic initiatives.
• Maintains corporate files and proper filing of all correspondence.
• Responsible for the maintenance and dissemination of policies and procedures relevant the Bank.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Board Support and Liaison

• Serves as the President's administrative liaison to Bank’s board of directors.
• Manages effective contacts and relationships with board members including arranging board member travel, expense reimbursements, lodging, meal planning a needed, board meeting logistics and acting as first point of contact for board member queries.
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an adjunct member of the Executive and/or Senior Leadership Team including assisting in scheduling meetings and attending meetings as requested.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans as necessary.

Communications, Partnerships, and Outreach

• Ensures that the President's bio is kept updated in collaboration with Marketing and responds to requests for materials regarding the President and the organization in general.
• Edits and completes first drafts for written communications to external stake holders.

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the President's outreach activities.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.

Requirements

Education and Experience:

• Associate’s degree or equivalent work experience or
• 3 – 5 years of equivalent work-related experience supporting C-level executives and experience working with Board of Directors.
• Proficient in Microsoft Office Suite (Teams, Outlook, Word, Excel, and Power Point), Fox It, Board database software.

Skills and Abilities:

• Proven ability to independently manage multi tasks and projects with competing priorities and deadlines.
• Excellent communication skills, both oral and written.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills with sound judgement and the ability to prioritize and make decisions and build relationships with stakeholders, including staff, board members, external partners and corporators.
• Ability to screen and prioritize communications and opportunities from external and internal sources.
• Exemplary time management and organizational skills – must be detail oriented and thorough.
• Exhibits strong interpersonal skills and sound judgment, including the ability to prioritize and make decisions and communicate effectively with all levels of employees and outside contacts.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment and remain calm under pressure.
• Proven analytic and critical thinking skills.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Outgoing, assertive, confident, and enthusiastic personality.
• Proficient computer skills in the MS Office Suite, experience in Board software a plus
• Willingness to provide after-hours and flexible support a must.

Working Conditions:

• General office environment
• Physical surroundings are generally pleasant and comfortable
• Moderate lifting (to 35 lbs.) required. Moderate reaching, walking, sitting, and standing required.