First Republic Bank

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Administrative Assistant

Administrative Assistant

ID 
2017-4644
Job Locations 
US-CA-Palo Alto
Category 
Wealth Management

More information about this job

Overview

First Republic is an ultra-high-touch bank that provides extraordinary client service. We believe that one-on-one interactions build lasting relationships. We move quickly to serve our clients’ needs so that their financial transactions are handled with ease and efficiency. Client trust and security are paramount in our line of business. Ultimately, our goal is unsurpassed client satisfaction which will lead to personal referrals – our number one source of new business.

 

We recognize that our competitive advantage starts with our people and our culture. At First Republic, we work hard and move quickly as a very coordinated team. If you are looking for an opportunity to grow and contribute in a fun, fast-paced environment, First Republic is the place for you. We have exceptional people focused on providing extraordinary service.

 

The Assistant to the Wealth Manager in First Republic Investment Management is responsible for optimizing efficiency through effective administrative support including, but not limited to, interacting with clients, prospects and employees and answering telephones, scheduling meetings and appointments, making travel arrangements, preparing correspondence and handling special projects as assigned.

Responsibilities

  • Schedule appointments and maintain calendar for Regional Managing Directors, including making travel and hotel arrangements
  • Handle incoming phone calls and mail
  • Coordinate and set up meetings, gathering and preparing agenda/materials and arranging logistics (conference room, bridge line, Pictel) and taking minutes
  • Prepare memos, letters and other documents and reports for internal and external distribution
  • Copy, file/organize and distribute various reports and documents
  • Submit expense reports, sponsorship requests, and check requisitions
  • Create and maintain client and prospect address lists for marketing mailings and various other mailers
  • Make catering arrangements for team and client meetings as requested
  • Order office and marketing supplies and create marketing packages
  • Interface directly with all levels of external clients and prospects as well as internal team members
  • Lead and manage special projects as they arise on behalf of the Regional Managing Director
  • Provide input and suggestions for process improvements
  • Stay in touch with all facets of the company and identifies potential issues to the Regional Managing Director before they escalate
  • Assist with the recruiting and integration of new hires
  • Perform duties and responsibilities specific to department functions & activities
  • Perform other duties and responsibilities as required or assigned by supervisor
  • Attend meetings when necessary
  • Maintain a flexible work schedule

Qualifications

PREFERRED SKILLS, KNOWLEDGE AND ABILITIES:

  • Excellent written and verbal communication skills, exceptional customer service orientation, and ability to pay close attention to detail and accuracy
  • Strong organizational skills
  • Adept at Microsoft Office applications
  • Ability to independently translate conceptual direction into succinct communications
  • Hard-working, willing to work extra hours as necessary, and able to thrive in a fast paced environment
  • Ability to navigate organizational infrastructure to solve or resolve problems
  • College degree and strong understanding of banking and lending are required

MENTAL/PHYSICAL REQUIREMENTS:

  • Vision must be sufficient to read data reports, manuals and computer screens.
  • Hearing must be sufficient to understand a conversation at a normal volume, including telephone calls and in person
  • Speech must be coherent to clearly convey or exchange information, including the giving and receiving of assignments and/or directions
  • Position involves sitting most of the time, but may involve walking or standing for brief periods of time.
  • Must be able to travel in a limited capacity

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