Executive Assistant II

Depth & Scope

• Prepares, edits, and types a variety of confidential materials, reports, correspondence, and statistical tables
• Answers telephone, screens calls, takes messages and receives visitors
• Organizes mail and other executive paperwork, forwards to appropriate party and/or responds independently as appropriate calling attention to priorities
• Establishes and maintains highly confidential files and records
• Manages the office of a Senior Executive and requires comprehensive knowledge of executive operations, policies, practices and personnel
• Coordinates and facilitates high-level executive functions with wide latitude for independent judgment
• Schedules appointments and coordinates arrangements for meetings, conferences and travel itineraries
• Performs a variety of duties to conserve the time of the executive, such as keeping personal business bookkeeping records and other personal business items as directed
• Demonstrates a high level of tact and discretion due to the frequency of high level internal and external contacts. Requires a thorough understanding of executive's job and methods of work
• Assists with numerous highly confidential functions including merger & acquisition early stage meetings and due diligence document organization
• Compiles, formats, prepares and distributes Board of Directors and Committee meeting materials, minutes and records. May participate in other Board activities such as Board website, or preparation of annual meeting documents
• Communicates and coordinates with internal departments, community leaders, organizations, shareholders and high-level customers acting as a liaison between the President or Senior Executive in order to resolve issues and concerns and to relieve executive of administrative details
• Researches information and assembles and prepares data and special reports, providing analysis and summaries (e.g. SEC research, merger & acquisition or Proxy activity)
• Conducts projects as assigned such as coordinating regulatory exams
• Analyzes complex information requests and determines appropriate action
  

Physical Requirements

Never: 0%; Occasional: 1-33%; Frequent: 34-66%; Continuous: 67-100%

• Domestic Travel – Occasional
• International Travel – Never
• Performing sedentary work – Continuous
• Performing multiple tasks – Continuous
• Operating standard office equipment - Continuous
• Responding quickly to sounds – Occasional
• Sitting – Continuous
• Standing – Occasional
• Walking – Occasional
• Moving safely in confined spaces – Occasional
• Lifting/Carrying (under 25 lbs.) – Occasional
• Lifting/Carrying (over 25 lbs.) – Never
• Squatting – Occasional
• Bending – Occasional
• Kneeling – Never
• Crawling – Never
• Climbing – Never
• Reaching overhead – Never
• Reaching forward – Occasional
• Pushing – Never
• Pulling – Never
• Twisting – Never
• Concentrating for long periods of time – Continuous
• Applying common sense to deal with problems involving standardized situations – Continuous
• Reading, writing and comprehending instructions – Continuous
• Adding, subtracting, multiplying and dividing – Continuous