Executive Office Administration & Event Manager

Executive Office Administration & Event Manager

General Summary:

Provides
a high level of administrative support for the President & CEO, Senior Vice
President, General Counsel and other members of the senior management team as
assigned. Manages administrative staff members as assigned and oversees corporate
event planning and operations. Oversees and executes corporate event planning. Assists
the Senior Executive Assistant in administrative planning and executing Board
meetings. Assists in: maintaining and relaying confidential information;
researching and compiling data for special projects; organizing and maintaining
records for the Executive Office; composing/typing complex correspondence and Board
or management committee meeting activities; and disposition of telephone calls
and mail. Provides backup to other Administrative Assistants and Marketing
Staff as assigned.

Principal Duties and
Responsibilities:

• Plans, organizes and completes assignments with independent judgment in consultation with the President, EVPs and/or SVP, General Counsel.
• Assists with: coordinating travel arrangements and lodging accommodations for board meetings locally and off-site.Assembles materials and disseminates to appropriate parties, including through the board electronic portal.Attends meetings to assist in taking and compiling minutes and other administrative activities of the meetings, as assigned.
• Coordinates Executive's schedules by arranging meetings and appointments.Relays sensitive and confidential information.
• Supervises the coordination with other departments to plan and execute hosting responsibilities corporate events.
• Supervises the work of the Marketing Project Lead to ensure that all tasks related to events (in-person and virtual), departmental budgeting, service requests, System Sales and Marketing functions, and departmental administrative functions are accomplished timely and effectively.
• Manages Executive Office, Directors, and other assigned department budgets, allocates distributions, tracks all expenditures, works directly with Accounting Department to discuss variances and ensure funds are being distributed correctly on a monthly basis.
• Manages all aspects of performance management including communicating job expectations, appraising job results and handling any disciplinary actions up to and including termination of employment for assigned support staff.
• Manages support staff by directing workflow and ensuring consistent performance and service standards.
• Composes and types complex correspondence based on knowledge of Bank operations and direction provided by the President, EV's SVP, General Counsel. This includes memos, letters, manuscripts/professional papers, statistical tables/charts, business/technical reports, minutes of meetings and changes to documents and agreements.Proofreads and edits final documents for accuracy, consistency and clarity, and submits for signature.
• Answers and screens telephone calls.Ascertains the nature of the call; responds to routine inquiries; redirects calls to sources of assistance; researches the issue and returns call; or directs call to appropriate person.
• Maintains calendars, photocopying, files, escorts visitors, relays directives, prepares expense reports and obtains reimbursements. Operates standard office machines and equipment.
• Upholds a high standard of personal conduct including effective and professional communication skills, demeanor and presentation as a member of the Executive Office.
• Performs other duties and special projects as requested.

Minimum Knowledge,
Skills and Abilities Required:

• Knowledge at a level normally acquired through the completion of a bachelor's degree in marketing or business related field. Master's degree in business or marketing preferred.
• Seven years related experience in banking or marketing professional environment.Experience planning large corporate events is highly preferred.
• Interpersonal skills necessary to effectively interact with all levels of Bank staff, Board members, shareholders, government officials and the public in a professional manner.Ability to handle sensitive and confidential information and continually demonstrate professionalism, tact and diplomacy as a representative of the Executive Office.
• Highly organized with the capability to multi-task and prioritize work assignments.
• Ability to type a variety of correspondence from rough drafts or verbal instructions.Ability to type statistical reports containing text and tabular matter, including formatting, layout and composition of material.
• Ability to work independently, to find and implement solutions to various administrative problems.
• Proficiency in use of personal computer for word processing.Working knowledge of Microsoft Office including Word, Excel, PowerPoint and Adobe Acrobat Reader.
• Demonstrates interests in working with a variety of backgrounds and perspectives that align with the Bank's core value. Promotes an environment of empathy and respect to ensure the inclusion of all team members.

Working Conditions:

Normal
office environment with flexibility to meet changing deadlines. Occasional travel, not to exceed 20 percent, as
needed to support corporate events.