First Republic Bank

Returning Candidate?

Administrative Assistant

Administrative Assistant

ID 
2018-5690
Job Locations 
US-CA-San Francisco
Category 
Administrative

More information about this job

Overview

Under the direct supervision of the Chief Information Security Officer (CISO) this position provides administrative and secretarial support for the CISO and the Information Security 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 two years’ experience in an administrative support position and will be able to anticipate the business needs of the CISO.  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 and MS Outlook calendaring, distribution lists and shared mailboxes is essential.

Responsibilities

  • Schedules and organizes activities such as meetings, travel, conferences and department activities.  When scheduling meetings the individual will be responsible for coordinating and scheduling meeting times and locations, notifying and confirming attendees, compiling meeting materials, and preparing, distributing and maintaining minutes as needed.
  • Organizes and prioritizes large volumes confidential information and calls. Handle high call volume from outside vendors, internal clients, etc.  Must possess excellent customer service skills and telephone etiquette.
  • Ensure the CISO has all relevant information for each meeting and/or business trip they attend.
  • Detailed record-keeping and notes as required in meetings per CISO.
  • Sorts and distributes postal mail for members of the Information Security team.
  • Responds to regularly occurring request for information from vendors and other individuals throughout the bank to ensure the time of the CISO is not over-allocated.
  • Coordinates and drafts weekly status report.
  • Assists in processing expense reports in a timely manner.
  • Receive and direct visitors and clients as needed.
  • Responsible for performing departmental administrative duties, including filing, typing and other duties as assigned.
  • Seek additional assignments with little supervision.
  • Attend professional development and training sessions as requested by CISO.
  • Preparing and editing correspondence, reports, and presentations as requested by CISO.
  • Perform duties and responsibilities specific to department functions and activities.
  • Performs other duties and responsibilities as required or assigned by supervisor.

Qualifications

  • A minimum of two years’ experience in an Administrative Assistant position preferred.
  • Attention to detail is key.
  • Must be able to handle matters of confidentiality.
  • 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, Visio, 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.
  • Knowledge of general office machines and telephone systems.
  • Team player.
  • Provides extraordinary service.
  • Furthers the First Republic Bank culture and values.

Options

Share on your newsfeed