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Executive Assistant

at Kennebec Savings Bank in Augusta, Maine, United States

Job Description

Executive Assistant

Augusta, ME (http://maps.google.com/maps?q=150+State+Street+Augusta+ME+USA+04332)

Job Type

Full-time

Description

POSITION SUMMARY:This position is responsible for: managing the advanced, diversified and confidential administration for the Bank’s executive office to support the daily operations for the EVP & COO/Senior Lender and President & CEO. The incumbent also serves as the Master Scheduler for the two executives and the bank’s calendar, maintains the bank’s conference rooms, and back-up support for Board of Directors’ activities. Performs administrative support for the Senior Lender and various committees and provides occasional assistance to other members of the Bank’s leadership team.

KEY RESPONSIBILITIES:

Executive Administration:Perform executive administrative duties for the bank’s EVP & Chief Operating Officer/Senior Lender (COO) and the President & CEO (CEO).

+ Schedules

Manage, plan, coordinate and ensure that the COO’s & CEO’s schedules are followed and respected. Schedule internal and external appointments and meetings as appropriate; coordinate travel itineraries and related arrangements for travel; arrange appointments. Work closely and effectively with the COO/CEO to keep him/her well informed of and prepared for the upcoming commitments and responsibilities; monitor daily calendars for appointments and follow up as appropriate to ensure timely schedule of committed activities.

+ ·Phone Communications

Screen telephone calls and take messages; assist customers who call for the COO and CEO. Gather information from internal staff to assist in responding to calls and messages.

+ ·Minute Taking

Coordinate meeting schedules, prepare the agenda, and record minutes for all assigned non-board, internal committees. These committees include but are not limited to:

+ Loan Committee

+ Technology Committee

+ Information Security Committee

+ Compliance Committee

+ Assumptions/Asset Liability Management Committee

+ Credit Risk Committee

+ Executive Office Support

+ Provide a bridge for smooth communication between the COO/CEO and all constituents. Act as a “barometer,” having a sense for the issues taking place in outward facing areas of the Bank and keep the COO/CEO updated as appropriate. Manage the daily tracking of items for signature and follow-up.

+ Ensure the executive suite area is kept in good order and kept well supplied. Manage the conference room set up, including refreshments, supplies and technology needs for internal meetings and external parties. Welcome and assist guests.

+ Prepare and compose correspondence and reports. Resolve routine and some complex inquiries independently. Maintain confidential and working files.

+ Receive, sort, and prioritize incoming mail, and coordinate outbound mail including cards and congratulatory notes. Monitor obituaries for sending cards and attending services. Monitor staff outages for outreach by the executive office.

+ Make travel arrangements to include meeting registrations, flights, car rentals, hotels, and other reservations for executives and conference attendees.

+ Act as backup support for Board of Directors’ activities.

Master Calendar:

Serve as Scheduler for the Bank’s master calendar. Maintain the schedule for board and corporator meetings, leadership team meetings, executive meetings, employee meetings and events, bank sponsored community events, and other Bank-wide activities.

Conference Room Administration:

Oversee the administration of all the Bank’s conference rooms, including the Convention Room at the Bank’s operations center. Responsible for scheduling as well as facilitating setup and tear down of the rooms including, but not limited to, desk, chairs, technology, and food and refreshments in partnership with IT and the Learning & Development staff. Act as the liaison for any outside parties looking to utilize the Bank’s space. Work closely with staff in each location to ensure the rooms are in good clean condition.

Administrative Support to Senior Lender:

Serve as Loan Administrator to schedule and coordinate all loan committee meetings.

+ Ensure loans are brought in front of the committee in a timely fashion and proper records are maintained of the meeting. Responsible for keeping the loan policy up to date when modifications are made and distribute as appropriate. Track all loan policy exceptions as they occur and maintain appropriate documentation for accurate and compliant records.

+ Administer the Nationwide Multistate Licensing System & Registry (NMLS) license process for the bank and mortgage staff to coordinate new license applications and renewals.

+ Work with appropriate lenders or department head to gather all monthly loan reports; review for accuracy and submit them for the monthly board package. Review closed loans to ensure proper authorities are in place.

+ Perform administrative support for the Residential Loan Meetings.

Leadership Team Assistance:

Provide occasional support to the leadership team for special projects and to optimize efficiency with schedules and priority matters. Coordinates internal and leadership team meetings to include room set up, ordering/pick up/set up of food, and technology set up/troubleshooting.

Support Bank products/services:Maintain knowledge of current KSB products and services. Actively utilize as many Bank products and services as possible in order to fully understand their features and benefits and to be able to communicate effectively with customers and prospective customers.

Talk to customers and listen for “cues and clues” to determine needs; respond to customer inquiries and evaluate their needs; suggest Bank products/services to customers to meet their needs; make referrals to other Bank personnel as appropriate.

Community/public relations:Actively participate in community organizations and events. Represent the Bank in the community.

Other duties: Ability to handle the fast-paced work of the CEO & COO with ever changing priorities and schedules. Demonstrate reliable attendance and punctuality. Handle telephone inquiries and provide information to customers, vendors and other departments in a professional and courteous manner. Attend and participate in Bank meetings. Attend internal and external training to improve skills and knowledge relevant to the Executive Assistant & Scheduler position.

Comply with all Federal and State banking regulations and all Bank and department policies and procedures.

Meet or exceed established objectives and performance standards for theExecutive Assistant & Scheduler.

Understand and fully comply with Kennebec Savings Bank’sCore Values.

Perform other duties as required.

POSITIONS REPORTING TO THIS POSITION:

+ None

Requirements

EDUCATION/EXPERIENCE REQUIRED:

+ MBA degree preferred. Bachelor’s degree required.

+ 5 to 7 years’ progressively more responsible administrative experience at the senior officer and Board level.

+ 2-3 years’ experience in mortgage or loan processing/servicing preferred.

+ Extensive knowledge of office administration, clerical procedures, and recordkeeping systems, recording of meeting minutes, calendaring, and conference room management.

+ Able to type minimum of 60 words per minute.

+ Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

+ Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Directors, customers, and community members.

+ Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with keen attention to detail.

+ Expert-level written and verbal communication skills. Spelling, grammar, proof reading skills.

+ Strong printer and ph

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Job Posting: JC253772593

Posted On: Jan 14, 2024

Updated On: Mar 17, 2024

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