Executive Administrator

CalPrivate Bank is an equal opportunity employer, committed to diversity, equity and inclusion!

Job Title

Executive Administrator

Department

Corporate Administration

Reports To

Chief of Staff

FLSA Status

EXEMPT

Job Summary

Provide assistance to the CEO & Chief of Staff, by assisting in tracking strategic priorities, identifying critical areas of focuses within the organization through communication with key executives, and regularly revisiting and evaluating progress. Acts as a point of contact between employees, stakeholders, the Board of Directors and the senior management team.

Duties and Responsibilities

• Strategically managing the CEO's time, evaluating opportunities and determining fit with priorities; collecting and analyzing information; reading, researching, and routing correspondence; and drafting communication.
• Support the productivity of Leadership meetings by owning the planning, agenda, notes and execution of action items and distilling discussions and thoughts from team meetings into strategic plans.
• Contribute to CRA (Community Reinvestment Act) initiatives in communities we serve.
• Plan quarterly townhall meetings and coordinate with managers and staff
• Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
• Represents the executive by attending meetings in the executive's absence and speaking for the executive.
• Manage all aspects of board of director and committee meetings, including developing agendas, arranging meeting logistics and preparing/distributing the board package, coordinating and/or completing meeting minutes.
• Facilitate arrangements for travel and logistics as needed for CEO and other Executives, Senior Managers or staff for both external and internal meetings, speaking engagements and conferences including air, hotel, transportation and other logistics for both local and out of town events.
• Prepare expense reports for Senior Management team as needed.
• Responsible for coordinating major events and meetings for the Bank such as client appreciation, community advisory board, offsite meetings and other similar events.
• Manage the Bank's social media pages and other outreach efforts.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Other special projects as assigned

Facilities Administrative Support

• Ergonomic assessments - will take lead on initial intake for ergonomic assessment requests and coordinate with the approved vendor and HR
• Collaborates with HR on forms associated to parking passes, building access cards and specific building access requests
• May assist with other administrative facilities duties as needed

Qualifications

• 5+ years administrative/operational experience with a minimum of 3 years reporting directly to an executive.
• Highly organized and detail-oriented; can manage multiple, complex work streams simultaneously.
• Excellent project management and organization skills.
• Strong customer service orientation, ability to handle both external and internal clients with professionalism and maturity.
• Ability to effectively proof-read, write reports, read/digest business correspondence and procedures.
• Excellent word processing, spreadsheet and presentation skills (such as Word, Excel and PowerPoint).
• Comfortable in taking direction from more than one leader.
• Willingness to travel and work outside normal business hours.

Skills and Competencies

• Self-starter with a proactive mindset and ability to anticipate challenges without specific direction. Ability to see what needs to be done and execute on it with minimal supervision.
• Ability to use discretion and maintain/promote confidentiality in all aspects of the job.
• Demonstrate a good understanding and support of corporate goals, values, management philosophies, and bank initiatives

• Ability to effectively present information and respond to questions from other employees, managers, clients, customers and vendors.

• Strong communication skills for a global audience and in general, both verbal and written in all forms, using all media.
• Strong ability to exercise/demonstrate good judgment and sound decision making.

BSA/AML/ Compliance

Responsibilities

This position includes direct or indirect interaction with customers and other employees and therefore includes responsibilities relating to BSA/AML. The employee will have opportunity to examine and view information and documents produced by other employees of the Bank relating to BSA and therefore has the obligation to report suspicious activity to the BSA Officer as appropriate. The employee is responsible for understanding and following the Bank's BSA/AML policies including elevating suspicious activity to the BSA Officer. Additionally, the employee is required to understand and follow the Bank's compliance program.