Executive Administrative Assistant

Position Title:

Executive Administrative Assistant

Exempt Status:

Exempt (17C)

Reports to:

Chief Financial Officer

Branch:

Tyler Main Bank

Job Summary:

Provide high-level administrative support to executive level management and other committees as directed by preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Serves as Project Manager for special projects directed by executive management.

Essential Functions:

• Serves as the executive assistant to the Executive Management in business matters relating to Southside Bank.
• Demonstrates initiative, independent judgment, organizational abilities, and decision-making skills in executing detailed assignments and projects while working under minimal supervision.
• May work independently or within a team on special non-recurring and ongoing projects, which may include heavy planning, coordination of multiple tasks relating to projects, disseminating information, and organizing Southside Bank events.
• Assigns projects and tasks to Southside Bank staff at all levels on behalf of Executive Management; monitors progress against assigned deadlines.
• Prepares communication such as e-mails, letters and memos on behalf of Executive Management when necessary.
• Prepares, maintains, and monitors various reports, data, statistics and trends at the direction of Executive Management.
• Conducts research, performs complex analysis of data, and formulates recommendations.
• Plans and coordinates the scheduling and organization of activities such as off-site meetings, department activities, management meetings, and small to large bank sponsored events.
• Plans and coordinates events with the marketing department. Schedules and coordinates the use of the executive conference rooms by internal and external organizations to include set up and access to the executive floor.
• Maintains calendar for Executive Management.
• Resolves calendar conflicts and/or attends meetings on behalf of Executive Management, when appropriate, and coordinates all appropriate calendars as deemed necessary.
• Answers calls to Executive Management and directs or responds to them, as appropriate.
• Coordinates with the Customer Care Center the handling of outside calls to Executive Management that are received by the Customer Care Center.
• Opens and sorts all incoming mail on a daily basis for Executive Management.
• Coordinates communications between Executive Management and Southside staff and customers.
• Organizes and prioritizes large volumes of information.
• Screens routine inquiries and prepares responses of a factual nature.
• Helps to maintain good customer relations on a continuing basis.
• Maintains ongoing communication with Executive Management to keep them informed of all issues and workflow and assists in the management of their schedule.
• Reconciles and approves expenses related to Executive Management, as appropriate.
• Obtains approval of Executive Management, as required, for invoices.
• Maintains a high degree of poise and tact to represent the organization in a positive manner with customers and contacts of importance.
• Assists in maintaining good customer relations on a continual basis.
• Reviews memos, correspondence, reports, and other material prepared by others for Executive Management signatures for format, typographical accuracy, compliance with procedure, and to ensure that necessary background material is attached.
• Serves as liaison between vendors and Executive Management, as necessary.
• Continues professional development through training, seminars, membership in professional associations, as applicable.
• Maintains confidentiality of all sensitive Bank information.
• Maintains a positive and caring atmosphere for customers and employees consistent with Southside Bank's mission, CORE Values, and Blue Book culture guide.
• Provides enthusiastic, professional, and courteous service to Southside Bank customers and employees.
• Participates in proactive team efforts to achieve departmental and company goals.
• Understands and agrees to abide by the policies and procedures established at Southside Bank.
• Responsible for complying with audit policies and procedures as they pertain to this position.
• Performs duties in compliance with applicable laws and regulations, including but not limited to the Bank Secrecy Act (BSA) and related anti-money laundering laws, and in accordance with the Bank's Information Security Program.
• Must comply with all applicable laws and regulations.

Additional Functions:

• Complies with all safety policies, practices, and procedures.
• Report all unsafe activities to supervisor and/or Human Resources.
• Performs additional duties, as assigned or directed.

Required Education/Experience:

• High school diploma, prefer Bachelor's degree (B. A.) in business, finance or related area.
• More than Five (5) years of high-level executive related experience or training.

Necessary Skills:

• Excellent public relations and communication skills.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations.
• Ability to define problems: collect data, establish facts and draw valid conclusions.
• Ability to interpret an extensive variety of technical and deal with several abstract and concrete variables.
• Proficient personal computer skills including Microsoft Office applications and Outlook e-mail.
• Must have extensive Prioritize, organize and handle multiple projects simultaneously.

Physical Activity/Dexterity:

• Manual dexterity sufficient to reach/handle items and work with fingers. Works with fingers and perceives attributes of objects and materials.

Physical Environment Demands:

• Must be able to remain in a stationary position 90% of the time.
• The person in this position needs to occasionally move about inside the office to visit other offices, conference rooms, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and telephone.
• Constantly positions self to operate on a computer.
• The person in this position frequently communicates with other people throughout each day. Must be able to exchange accurate information when conversing.

Working Conditions/Environment:

• Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.
• Moderate noise (e.g. business office with computers and printers, light traffic).

Work Schedule/Hours:

• Monday through Friday; 8:00am - 5:00pm.
• Available for overtime, as needed.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)