• Executive Assistant

    ID
    2018-6673
    Job Locations
    US-CA-Los Angeles
    Category
    Administrative
  • Overview

    The Executive Assistant will support a top producing Regional Managing Director in all administrative aspects of her busy day-to-day. A successful team member will partner closely with the Regional Managing Director to optimize her efficiency through effective administrative support including, but not limited to, interacting with clients, prospects, and employees, answering phones, scheduling meetings and appointments, making travel arrangements, preparing correspondence, and managing special projects as assigned. A proven track record of the ability to take high level direction and to execute on various business initiatives is a strong plus.

    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, conference call-in and video conference details) and taking notes.

    • Work directly with clients to gather loan documents, print loan documents, set up loan files and scan loan files.

    • Ensure client relationship is maintained at the highest possible level. Ability to provide an exceptional client experience through every interaction is key.

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

    • Work with confidential information.

    • Resolve client issues using multiple systems and monitoring reports.

    • Prepare clear and concise memos, letters and other documents and reports, with minimal direction, for internal and external distribution.

    • Take direction and execute business initiatives with high level, conceptual direction.

    • Manage incoming phone calls, internal and external, as well as incoming and outgoing mail.

    • Schedule appointments and maintain calendar for Regional Managing Director, including making travel and hotel arrangements which requires independent decision making and judgement.

    • Copying, filing/organizing and distribution of various reports and documents.

    • Create and submit expense reports, sponsorship requests, and check requisitions.

    • Create and maintain client and prospect contact 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.

    • Interact 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. 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 before they escalate.

    • Assists with interview scheduling, onboarding and integration of new hires.

    • 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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