• Administrative Assistant

    ID
    2018-6857
    Job Locations
    US-CA-Palo Alto
    Category
    Wealth Management
  • Overview

    As an Administrative Assistant at First Republic, you are at the core of executing the bank’s mission of providing extraordinary service. The Administrative Assistant to our top Wealth Managers will provide exceptional support in a variety of administrative and time management needs, along with providing broader team support for the Palo Alto Wealth Management team.

    The ideal candidate has a strong commitment to high quality work product, exemplifies a high level of professionalism and confidentiality, and superior verbal and written communications skills. The Administrative Assistant is expected to collaborate with other administrative assistants in and outside of First Republic to support the administrative needs of the team.

    Responsibilities

    • Maintain calendars (Wealth Manager’s Calendar, Office Calendar, and Team Calendar) including but not limited to; heavy scheduling and rescheduling, invitation management and arranging meeting space / video conference.
    • Coordinate with the Wealth Manager’s family assistant to coordinate scheduling, travel, and administrative logistics for events and travel where there is client participation and crossover.
    • Coordinate scheduling, travel, and administrative logistics for board meetings and event appearances. Ensure materials for meetings are provided to Executive prior.
    • Facilitate all travel arrangements (air; rail; hotel; car service, etc.)
    • Act as a liaison between the Wealth Manager/COO and team for administrative needs.
    • Maintain and process expense reports in a timely manner via Concur.
    • Perform general clerical duties including, but not limited to, photocopying, faxing, scanning, mailing, filing, uploading documentation to proper sources including shared networks and/or programs. Utilize Couriers, FedEx; UPS; and US Postal Service as appropriate.
    • Greet clients, prospects and visitors. Direct and accompany to appropriate conference rooms. Coordinate meetings and conferences, including ordering food, and setting up and taking down the room.
    • Serve as point person between the Wealth Management team and First Republic maintenance and administrative building staff.
    • Work with team to maintain organized and effective workspace.
    • Assist with project based work, such as:
    • Recruiting and Onboarding- coordination with management for scheduling of interview process, onboarding logistics and first day support.
    • Trainings, Retreats and Conferences- assist management with administrative logistics, as needed.
    • Client and Internal Events- plan and manage all logistics pertaining to any client events or internal department events / celebrations.
    • Handle confidential Bank and Client information in a discrete manner.

    Qualifications

    Skills, Knowledge & Abilities: 

    • Bachelor’s Degree preferred.
    • 1-3 years of Administrative or Project Management experience preferred.
    • Executive Assistant experience preferred, but not required.
    • Ability to work well under pressure while demonstrating composure in a fast paced environment with a positive attitude
    • Extremely flexible and enthusiastic about change.
    • Aptitude to demonstrate a high level of professionalism and confidentiality.
    • Highly proficient with Windows, Microsoft Office Suite (i.e. Word, Excel and PowerPoint) and Microsoft Outlook. Experience with Concur Expense Reporting and Salesforce a plus, but not required.
    • Team player with the skills to work independently as needed.
    • Excellent verbal and written communication skills.
    • Ability to multitask and manage time wisely.
    • Detail-oriented and highly organized.
    • Excellent intuition and judgement.
    • Energetic and outgoing is a must. Team player, proactive, professional, approachable, entrepreneurial, desire to add value.

    Physical/Mental Requirements

    • Vision must be sufficient to read data reports, manuals and computer screens with or without assistive devices.
    • 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.

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