First Republic Bank

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Executive Assistant

Executive Assistant

ID 
2017-5196
Job Locations 
US-CA-Palo Alto
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.

 

 

The EA is responsible for providing a high level of executive support to the Regional Managing Director and additional support to rest of the team as needed. The ideal candidate will have the ability to alleviate all administrative aspects of the Regional Managing Director's busy day to day. A proven track record of the ability to take high level direction and to execute on various business initiatives is a strong plus. This position is responsible for optimizing her effeciency through effective administrative support including, but not limited to interacting with clients, prospects, and employees, answering telephones, scheduling meetings and appointments, making travel arrangements, preparing correspondence, and special projects as assigned.

Responsibilities

RESPONSIBILITIES AND DUTIES:

  • Alleviate administrative aspects of Regional Managing Director’s day to day.
  • Coordinate and set up meetings including gathering and preparing agenda/materials and arranging logistics (conference room, bridge line, pictel) and taking minutes.
  • Provide assistance to Regional Managing Director and Loan Team by working directly with clients to gather loan documents, print loan documents, set up loan files, and scan loan files.

  • Communicate directly with clients regarding their loan(s) as well as all other FRB account.

  • Ensure client relationship is maintained at the highest possible level.

  • Liaison between Regional Managing Director, her clients, internal employees and 3rd party vendors.

  • Resolve client issues using multiple systems and monitoring reports.

  • Become proficient and maintain thorough understanding of loan functions in order to provide assistance to Regional Managing Director and her Team.

  • Prepare memos, letters and other documents and reports for internal and external distribution. Is able to independently translate conceptual direction into succinct communications.
  • Take direction and execute business initiatives.
  • Handle incoming phone calls, internal and external, as well as incoming and outgoing mail.
  • Schedule appointments and maintain calendar for RMD, including making travel and hotel arrangements which requires independent decision making and judgement.
  • Copying, filing/organizing and distribution of 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.
  • Direct interface with all levels of external clients and prospects as well as internal team members including senior executives.
  • Leads and manages special projects as they arise on behalf of the RMD.
  • Navigate organizational infrastructure to solve or resolve problems.
  • Provides input and suggestions for process improvements.
  • Stays in touch with all facets of the company and identifies potential issues to the RMD before they escalate.
  • Assists with the recruiting and integration of new hires.
  • Perform duties & responsibilities specific to department functions & activities.
  • Performs other duties & responsibilities as required or assigned by supervisor.
  • Attends meetings when necessary.
  • Maintains a flexible work schedule.

Responsibilities include the following: 1) adhering to and complying with the applicable, federal and state laws, regulations and guidance, including those related to Anti-money laundering (i.e. Bank Secrecy Act, US PATRIOT Act, etc.) 2) adhering to Bank policies and procedures, 3) completing required training, 4) identifying and reporting suspicious activity to the AML Officer, and 5) knowing and verifying the identity of any customer(s) that enters into a relationship with the Bank.

Qualifications

 KEY SKILLS, KNOWLEDGE AND ABILITIES:

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