Senior Administrative Assistant
American Riviera Bank

Santa Barbara, California

Posted in Banking


This job has expired.

Job Info


The Senior Administrative Assistant offers an experienced level of administrative support to the Chief Operating Officer (COO). Assignments involve work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy. Refers routine matters to appropriate parties for action and follow up to insure proper disposition. Ensures pertinent and accurate material, references and resources are provided in accordance with Bank policy and corporate and regulatory standards.

Duties & Responsibilities:

Provides on-site event support as needed for board and committee meetings and other events.
Acts as a recording secretary for committee meeting minutes as needed.
Prepares "Cornerstone" Best Practices analysis for management review for the Operation and Lending Departments.
Conducts routine analysis for peer industry trends and market size and provides resource information in the form of reports and presentations.
Performs research pertaining to specific assignments, projects, etc. internal departments as needed.
Prepares, tracks and submits reports, invoices, and forms related to Bank expenses incurred by the Board, CEO and COO.
Exercises control over executive calendar, schedules and ensures appropriate personnel or associated parties are notified of scheduled appointments and confirms availability.
Makes appointments, travel arrangements, meeting arrangements and coordinates simple to complex activities between the Board, Executive Management, departments, staff, clients and outside parties.
Manages internal and external inquiries for COO and may directly respond on their behalf.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Collaborates to build relationships crucial to the success of the Bank and manages a variety of special projects for the COO, which may have significant organizational impact.
Adheres to Bank's policies and support management decisions and goals in a positive, professional manner.
Represents the Bank with a high level of integrity and professionalism.

General:

  • Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.
  • Completes administrative tasks correctly and on time; supports the Bank’s goals and values; benefits the Bank through outside activities.
  • Comply with all applicable OSHA safety standards, including:
  • Read the workplace safety and health poster at the jobsite.
  • Report hazardous conditions to your supervisor and/or HR
  • Report any job-related injury or illness to your supervisor and/or HR, and seek treatment promptly.


Compliance
  • Understands and complies with all applicable laws and regulations including, but not limited to Regulation O, and deposit and lending regulations affecting the retail and commercial lending departments; completes all assigned training on time, requesting additional training as needed to be proficient in all job responsibilities; cooperates with internal and external auditors and bank examiners by providing full cooperation and timely delivery of requested documentation and information; and reports concerns about compliance to the Compliance Officer to enable prompt remediation.
  • Complies with Bank policies and procedures relating to the Bank Secrecy Act (BSA), and Anti Money Laundering (AML) and Office of Foreign Asset Control (OFAC) guidance. Report suspicious activity to the BSA Department through a Suspicious Incident Report (SIR).
  • Adheres to privacy and information security policies, and ensure all sensitive internal and external customer information is properly secured and safeguarded. Use secure methods delivering client and/or confidential data by email.
  • Demonstrates knowledge of and adherence to Equal Employment Opportunity (EEO) policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes working environment free of harassment of any type; builds a diverse workforce and supports affirmative action.


Qualifications:

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner. Individual abilities may result in some deviation from these guidelines.
    • Administrative experience of 2-3 years of administrative support of C-Level Executives required, preferably in a banking or financial institution environment. Minimum of related experience and/or training; or the equivalent combination of education and experience. Work related experience should consist of an in-depth background in bank administration, marketing and events planning experience.
    • Bachelor's degree in business or communication preferred. Educational experience, through in-house training sessions, formal school or financial industry related curriculum, should be applicable to the financial industry.
    • Strong organizational and time management skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and the ability to maintain a realistic balance between multiple priorities.
    • Very strong interpersonal skills and the ability to build relationships with stakeholders, including internal and external clients, board members, non-profit organizations, and vendors.
    • Emotional maturity with proven ability to handle confidential information with discretion and exercise good judgment in a variety of situations.
    • Highly resourceful with the ability to also be extremely effective independently and meet deadlines in fast paced environment.
    • Ability to adapt to various competing demands, and demonstrate the highest level of internal/external customer service responsiveness.
    • Ability to read, analyze and interpret general business periodicals, professional journals, and technical procedures.
    • Advanced skills in computer terminal and personal computer operation; Microsoft Office, Adobe Acrobat, and word processing, spreadsheet and specialty software programs.
    • Intermediate typing skills to meet production needs of the position.
    • Intermediate math skills; ability to calculate interest, commissions, proportions, and percentages; balance accounts; add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals; locate routine mathematical errors; compute rate, ratio and percent, including the drafting and interpretation of bar graphs.
    • Exceptional verbal, written and interpersonal communication skills with the ability to apply common sense to carry out instructions and provide instruction to others, prepare and write reports, correspondence, and procedures, speak professionally and clearly to customers and employees.
    • Thorough understanding of management procedures; ability to plan department or Bank activities (setting objectives, developing strategies, budgeting, and developing project plans and proposals), takes initiative to organize various functions necessary to accomplish department or Bank activities. Effectively plans and coordinates functions and events to meet desired objectives.
    • Ability to deal with complex problems involving multiple facets and variables in non-standardized situations.
    • Ability to work with minimal supervision while performing duties.
    • Current driver's license and a vehicle with appropriate insurance coverage if required to drive in the course of performing assigned duties and responsibilities.


Working Conditions & Physical Requirements:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee will be situated in an office type setting in which he or she is free to move about at will. It may include some minor annoyances such as noise, odors, drafts, etc. The employee in the course of performing this position spends time writing, typing, speaking, listening, lifting (up to 20 pounds), driving, carrying, sitting, pulling, walking, standing, squatting, kneeling and reaching.The employee for this position may operate any or all of the following: telephone, cell phone, copy and fax machines, adding machine (calculator), scanner and image systems, personal computer and related printers, or other equipment as directed. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.


This job has expired.

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