Executive Assistant

Executive Assistant

The Executive Assistant supports the President/CEO by managing the calendar, communications, meeting and event preparation, travel, document standards, and day-to-day logistics to ensure executive operations run smoothly and priorities stay on track. This is a role for a forward-thinking, technology-comfortable person who actively uses AI and new tools to work more efficiently and who is equally willing to take on high-level responsibilities and roll up their sleeves for hands-on tasks.

The role requires strong organizational discipline, proactive problem-solving, clear communication, and, above all, the ability to handle confidential information with complete discretion.

• Own and manage the CEO's calendar: schedule appointments, meetings, and events, handle rescheduling and cancellations, protect focus time, and avoid conflicts across our branch locations.
• Monitor and organize incoming email and communication, flag urgent items, ensure timely responses, and draft replies or templates, gradually taking on more proactive correspondence management.
• Prepare agendas, assemble materials, and coordinate logistics for meetings such as the weekly executive management meeting, executive committee sessions, and market president check-ins; attend key meetings to capture minutes and track follow-ups to completion.
• Plan and coordinate bank events, dinners, and strategic planning sessions, including venue, catering, materials, setup, and day-of logistics.
• Support the Corporate Secretary with board meeting logistics such as room setup, catering, and materials, and provide occasional logistical support to the Chairman of the Board as directed by the CEO.
• Actively use technology to streamline executive workflows and bring a forward-thinking approach to finding better ways of getting work done.
• Serve as a steward of document and template standards: review internal and customer-facing forms and documents for consistency, brand alignment, formatting, and appropriateness, coordinating with the responsible content owners.
• Provide administrative support for the bank's policy and procedure document library, including formatting, version control, maintaining the repository, and tracking review and approval dates. (Content ownership and approval remain with the responsible business, risk, and compliance owners.)
• Support strategic planning by scheduling sessions, preparing documents, gathering data, and consolidating input from stakeholders.
• Create clear, professional presentations and visual materials for executive meetings, all-staff updates, and board communication.
• Use collaboration tools (Teams, SharePoint) to coordinate tasks, track deadlines, and maintain documentation across the reporting lines into the CEO.
• Field incoming calls and inquiries, prioritize requests, and direct communication to reduce interruptions and protect executive focus.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries, ensuring efficient and cost-effective plans.
• Process and track expense reports and reimbursements in accordance with bank policy.
• Provide general administrative support, including document management, basic analytics, and office coordination.
• Provide light project coordination: track timelines, maintain documentation, and follow up on deliverables for executive priorities.
• Actively participate in customer, community, and public relations activities to increase the bank's visibility and enhance new business opportunities.
• Perform additional duties as assigned in support of executive and organizational priorities.

• Always handles confidential and sensitive information with integrity and absolute discretion.
• Exercises sound judgment and proactive problem-solving, knowing when to act independently and when to check first.
• Embraces AI tools and new technology to work more efficiently and brings a forward-thinking mindset that is always looking for better ways to do things.
• Comfortable moving between high-level responsibilities and hands-on tasks. No job is too big or too small, including arranging food, reserving rooms, and setting up events.
• Stro…