First Republic Bank

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Administrative Assistant, Risk Management

Administrative Assistant, Risk Management

ID 
2018-5808
Job Locations 
US-CA-San Francisco
Category 
Administrative

More information about this job

Overview

The Administrative Assistant (AA) is responsible for directly supporting the day-to-day time management and administrative needs of the four VP Risk Officers in the ERM department and indirectly supporting the needs of the department as a whole. Routine duties include phone and email support, organization of meetings and events, assist in travel arrangements and expense reporting, coordination of calendar, meeting minute taking, and preparation of presentation/meeting materials. 

 

The Officers attend or lead many internal and external meetings and it is important that the AA keep the Officers on time and prepared for meetings.  The AA may be required to help prepare presentation materials for the internal meetings as well as for the Board of Directors and Bank regulators.   Commitment to high quality work product, extreme attention to detail and strong writing and verbal communication skills are required.  The AA is expected to provide backup support to the Executive Assistant to the Chief Risk Officer and to collaborate with other administrative and executive assistants to support the broader support needs of the ERM organization and the Bank as a whole. 

 

The ideal candidate must be extremely flexible and enthusiastic about change and eager to learn about the Bank.   Positive attitude and maintaining composure when under stress are key required attributes.

Responsibilities

  1. Proactively manage Officers’ calendars; i.e., prioritize meetings, provide ample time to review meeting materials, and advise of any cancellations or rescheduling.
  2. Prepare memos and create presentations. Occasionally required to write materials based on outline input from Officers and other executives. Assist in preparing and submitting materials for Board meetings and various bank committees including Bank and Directors’ Risk Committees. Will be expected to take notes/minutes at certain meetings and transcribe for distribution to meeting participants
  3. Perform administrative duties such as answering phones, taking messages, mailings, faxing, photocopying, planning meetings, ordering office supplies.
  4. Ensure work space readiness for new team members. Coordinate ongoing premises and office supply needs of ERM team.
  5. Arrange travel to maximize efficiency of Officers’ schedules. Create and submit expense reports in a timely manner. Ensure all expenses captured.
  6. Accessibility and support during non-business hours such as evenings and weekends required as needed.

Other responsibilities include:

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), 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:

  • Three or more years of experience in a senior Executive Administrative role
  • Highly proficient with Windows, Microsoft Office Suite (i.e., Word, Excel and PowerPoint). Ability to take meetings notes, transcribe from those notes and distribute to meeting attendees
  • Ability to effectively prioritize daily/project work
  • Excellent organization and follow-up skills
  • Ability to work effectively in a fast paced environment and handle the stress of meeting stringent timelines/deadlines
  • Strong attention to detail a must
  • Excellent verbal and written communication skills; must be able to communicate effectively, professionally and with tact with all levels of personnel whether in person, on the phone or via email.
  • Quick learner and ability to manage multiple priorities
  • BA degree required

Additional Skills for an Ideal Candidate:

  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
  • Exceptional interpersonal skills
  • Friendly and professional demeanor
  • Team player
  • Proactive with ability to anticipate what is needed
  • Can do “yes” attitude

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.
  • May be required to travel in a limited capacity to key First Republic Bank locations including New York, Boston, LA, San Diego, Portland,

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