First Republic Bank

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Administrative Assistant

Administrative Assistant

ID 
2017-5028
Job Locations 
US-CA-San Francisco
Category 
Administrative

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.

 

Under the direct supervision of Senior Administrative Assistant, this position provides administrative and secretarial support for the the Vice Presidents within Deposit Services department. In addition to typing, filing and scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

 

Attention to detail is essential, time management and self-management is critical, ability to exercise sound judgment a major plus.  High intelligence and humor are valued as are grace under pressure and tact.  Must possess excellent customer service skills and telephone etiquette. The ideal candidate will have at least one year of experience in an administrative support position. Must possess excellent interpersonal skills, verbal and written communication skills. Must have the ability to handle confidential matters appropriately, prioritize and handle multiple projects simultaneously in a timely manner. Extensive knowledge of MS Office Suite is essential.

 

This individual will have day to day clerical job functions, such as calendar management, compiling, editing, and creating various documents. Attention to detail is essential, time management and self-management is critical.  High intelligence and humor are valued.  Must possess excellent customer service skills and telephone etiquette. The ideal candidate will have at least two years’ experience in an administrative support position.  Must possess excellent interpersonal skills, verbal and written communication skills. Must have the ability to handle confidential matters, prioritize and handle multiple projects simultaneously in a timely manner. Extensive knowledge of MS Office Suite is essential.

Responsibilities

RESPONSIBILITIES AND DUTIES:

  • Assists with meeting activities, including coordinating and scheduling meeting times and locations, notifying and confirming attendees, compiling meeting materials, and preparing, distributing and maintaining minutes as needed.
    Handle high call volume from outside vendors, internal clients, etc.  Must possess excellent customer service skills and telephone etiquette.
  • Responsible for performing departmental administrative duties, including filing, typing and other duties as assigned.
  • Responsible for daily mail distribution
  • Resolve administrative problems and inquiries
  • Assists with coordination of travel
  • Assists with expense reports for all Deposit Services Vice Presidents
  • Receive and direct vistors and clients as needed
  • Assists with cooresponsdance with vendors, internal clients, etc as needed via e-mail or phone
  • Performs other duties as assigned
  • Perform duties & responsibilities specific to department functions & activities.
  • Performs other duties & responsibilities as required or assigned by supervisor.
  • Responsibilities include the following: 1) adhering to and complying with all applicable, federal and state laws, regulations and guidance, including those related to Anti-Money Laundering (i.e. Bank Secrecy Act, USA PATRIOT Act, etc.), 2) adhering to Bank policies and procedures, 3) completing required training, 4) identifying and reporting potential suspicious activity to the BSA/AML Officer, and 5) knowing and verifying the identity of any customer(s) that enters into a relationship with the Bank.

Critical features of this job are described under the items above. They may be subject to change at any time due to reasonable accommodation or other reasons. This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Qualifications

KEY SKILLS, KNOWLEDGE AND ABILITIES:

  • A minimum of one years experience in an Administrative Assistant position preferred

  • Must be able to work for two different individuals.

  • Must be able to be able to keep situations confidential

  • Must have the ability to exercise reasonable judgment when no direction is given.

  • Must have a sense of humor and an ability to adapt to various personalities

  • Requires in-depth experience using the MS Office suite of applications including but not limited to: Excel, Viso, Powerpoint, Word, Outlook.

  • Must possess the ability to work effectively with business personnel at all levels as well as with outside vendors and contractors.

  • Requires strong interpersonal and organizational skills, including the ability to meet deadlines and follow written policies and procedures.

  • Requires critical thinking skills, ability to take on tasks with little/no direction

  • Must be able to multi-task

  • Knowledge of general office machines and telephone systems

  • Team Player
  • Provides extraordinary service
  • Furthers the First Republic Bank culture and values

MENTAL/PHYSICAL REQUIREMENTS:

  • The ability to learn and comprehend basic instructions; understand the meanings of words and respond effectively; and perform basic arithmetic accurately and quickly.
  • 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 as position requires.
  • May be required to lift 25-50lbs.

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