Address
Form of workJob Title: Executive Assistant
Reports To: CEO
Supervises: None
Division: Executive
FLSA Classification: Non-Exempt
Pay Rate: Hourly
Reports To: CEO
Supervises: None
Division: Executive
FLSA Classification: Non-Exempt
Pay Rate: Hourly
Position Purpose: The Executive Assistant is primarily responsible for providing administrative support to the Executive Officers, serving as the Corporate Secretary, managing community donation requests, and managing shareholder relations.
Job Requirements
Education: High school diploma or equivalent required. A 2-year degree in a Business or Administrative field is preferred.
Experience: A minimum of two (2) years of administrative/secretarial or equivalent experience is required. Experience with reviewing and accurately interpreting legal documents for trusts, estates, and powers of attorney is required. Experience with shareholder relations, including issuing/buying back stock and managing stockholder records is generally required. Prior banking experience preferred.
Skills: Effective organizational and time management skills; strong attention to detail; excellent verbal and written communication skills; ability to multitask and prioritize tasks effectively; ability to type at least 50 wpm; high proficiency with Microsoft Office software such as Word, Excel, PowerPoint, and Outlook; fluency in the English language; ability to create professional-level presentations.
Essential duties include, but are not limited to:
CSB Cultural Expectations
• Commit to learning, integrating, and modeling CSB’s ‘I CREATE’ core values: Integrity, Communication, Respect, Encouragement, Accountability, Trust, and Equality.
• Align to bank-wide vision, mission, and business objectives.
• Commit to continuous personal and professional growth in the areas of teamwork, customer service, and job specific competencies.
CSB Cultural Expectations
• Commit to learning, integrating, and modeling CSB’s ‘I CREATE’ core values: Integrity, Communication, Respect, Encouragement, Accountability, Trust, and Equality.
• Align to bank-wide vision, mission, and business objectives.
• Commit to continuous personal and professional growth in the areas of teamwork, customer service, and job specific competencies.
Administrative Duties
• Appropriately and discreetly handle highly confidential/sensitive information in keeping with the Bank’s confidentiality policies and core values.
• Manage and maintain calendar for CEO (and other Executive Officers as needed), including scheduling appointments, meetings, and travel arrangements.
• Assist with preparation of various meeting presentations and agendas.
• Prepare and edit external letters and communications as directed by the Executive Officers.
• Provide other administrative support to Executive Officers as needed.
• Coordinate and manage periodic all-staff meetings and events.
• Assist with special projects as needed.
• Perform general office duties such as answering the phone, data entry, and minimal filing.
Community Donation Duties
• Serve as Bank liaison to local Community Foundations.
• Receive, compile, and decision community donation requests within annual donations budget guidelines and submit requests for CEO/Finance approval if outside Executive Assistant’s scope of authority.
• Coordinate requests for volunteers for community events.
• Appropriately and discreetly handle highly confidential/sensitive information in keeping with the Bank’s confidentiality policies and core values.
• Manage and maintain calendar for CEO (and other Executive Officers as needed), including scheduling appointments, meetings, and travel arrangements.
• Assist with preparation of various meeting presentations and agendas.
• Prepare and edit external letters and communications as directed by the Executive Officers.
• Provide other administrative support to Executive Officers as needed.
• Coordinate and manage periodic all-staff meetings and events.
• Assist with special projects as needed.
• Perform general office duties such as answering the phone, data entry, and minimal filing.
Community Donation Duties
• Serve as Bank liaison to local Community Foundations.
• Receive, compile, and decision community donation requests within annual donations budget guidelines and submit requests for CEO/Finance approval if outside Executive Assistant’s scope of authority.
• Coordinate requests for volunteers for community events.
Shareholder Relations Duties
• Maintain positive relationships with bank shareholders.
• Process transactions to facilitate the buying and selling of bank stock issue stock certificates.
• Assist shareholders with changes to stock ownership/titling/beneficiaries as needed.
• Maintain shareholder records and provide regular reports as requested.
• Assist CEO with preparation of quarterly shareholder letters.
• Process quarterly stock dividends and compile/mail quarterly shareholder letters.
• Keep shareholder contact information up to date.
• Coordinate annual shareholder meeting.
• Send out annual proxy statements and record/report shareholder votes.
• Review and accurately interpret legal documents provided by shareholders as they relate to stock ownership (e.g., trusts) and transactions (e.g., powers of attorney, estate documentation) to determine if they can be accepted by the Bank for stock transactions.
• Compile and provide necessary data for annual 1099 preparation.
• Respond to shareholder inquiries in a timely and professional manner.
• Maintain positive relationships with bank shareholders.
• Process transactions to facilitate the buying and selling of bank stock issue stock certificates.
• Assist shareholders with changes to stock ownership/titling/beneficiaries as needed.
• Maintain shareholder records and provide regular reports as requested.
• Assist CEO with preparation of quarterly shareholder letters.
• Process quarterly stock dividends and compile/mail quarterly shareholder letters.
• Keep shareholder contact information up to date.
• Coordinate annual shareholder meeting.
• Send out annual proxy statements and record/report shareholder votes.
• Review and accurately interpret legal documents provided by shareholders as they relate to stock ownership (e.g., trusts) and transactions (e.g., powers of attorney, estate documentation) to determine if they can be accepted by the Bank for stock transactions.
• Compile and provide necessary data for annual 1099 preparation.
• Respond to shareholder inquiries in a timely and professional manner.
Corporate Secretary Duties
• Attend monthly Board Meetings and other Board Governance committee meetings.
• Record and maintain meeting minutes and prepare Board meeting packets.
• Serve as custodian of official bank records.
• Attend monthly Board Meetings and other Board Governance committee meetings.
• Record and maintain meeting minutes and prepare Board meeting packets.
• Serve as custodian of official bank records.
Compliance/Other Expectations
• Be fully trained and knowledgeable in all compliance related areas of CSB including, but not limited to: BSA, OFAC, Reg CC, CIP, etc.
• Be fully trained and well-versed in legal requirements for acceptance of court and legal documents pertaining to shareholders.
• Perform other duties as assigned.
• Be fully trained and knowledgeable in all compliance related areas of CSB including, but not limited to: BSA, OFAC, Reg CC, CIP, etc.
• Be fully trained and well-versed in legal requirements for acceptance of court and legal documents pertaining to shareholders.
• Perform other duties as assigned.
Physical Demands
• Frequent sedentary work that primarily involves sitting.
• Frequent standing and walking.
• Frequent repetitive motions that include the hands and/or fingers.
• Constant operation of a computer and other office productivity machinery, such as a calculator, copy machine, phone, and printer.
• Occasional lifting of up to 20 pounds.
• Constant written and verbal communication with others to exchange information.
• Constant state of awake and alertness.
• Occasional need to speak to groups of people.
• Constant ability to report in-person regularly and consistently at job site.
• Constant ability to distinguish colors and clearly view close up written materials.
• Constant exposure to moderate background noise (keyboards, telephones, printers, talking, etc.).
• Occasional need to travel to other bank locations or offsite meeting locations.
• Occasional exposure to outdoor weather for short periods of time during travel.
• Frequent sedentary work that primarily involves sitting.
• Frequent standing and walking.
• Frequent repetitive motions that include the hands and/or fingers.
• Constant operation of a computer and other office productivity machinery, such as a calculator, copy machine, phone, and printer.
• Occasional lifting of up to 20 pounds.
• Constant written and verbal communication with others to exchange information.
• Constant state of awake and alertness.
• Occasional need to speak to groups of people.
• Constant ability to report in-person regularly and consistently at job site.
• Constant ability to distinguish colors and clearly view close up written materials.
• Constant exposure to moderate background noise (keyboards, telephones, printers, talking, etc.).
• Occasional need to travel to other bank locations or offsite meeting locations.
• Occasional exposure to outdoor weather for short periods of time during travel.
Community State Bank provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
