• Administrative Assistant

    ID
    2018-6935
    Job Locations
    US-CA-San Diego
    Category
    Administrative
  • Overview

    The Assistant to the Deputy Regional Managing Director is responsible for optimizing efficiency 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. Additionally, as a result of the dynamic nature of the deputy’s existing client portfolio, a significant emphasis will be placed on serving as the ad-hoc “operations officer”, including helping coordinate delegated collaborative efforts in all areas related toportfolio clients’ ‘customer experience’ – including tracking deadlines, underwriting and documentation efforts, compliance and overall service issues (as they arise).

    Responsibilities

    • Schedule appointments and maintain calendar for the Deputy Regional Managing Director, including making travel and hotel arrangements.
    • Handle incoming phone calls,  and mail.
    • Coordinate and set up meetings including gathering and preparing agenda/materials and arranging logistics (conference room, bridge line, pictel) and taking minutes
    • Prepare memos, letters and other documents and reports for internal and external distribution.
    • Copy, file,/organize and distribute 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.
    • Interface directly with all levels of external clients and prospects as well as internal team members
    • Lead and manage special projects as they arise on behalf of the Deputy Regional Managing Director.
    • Navigate organizational infrastructure to solve or resolve problems.
    • Provides input and suggestions for process improvements. 
    • Stay in touch with all facets of the company and identifies potential issues to the Deputy Regional Managing Director before they escalate.
    • Assist with the recruiting and integration of new hires.
    • Perform duties & responsibilities specific to department functions & activities.
    • Perform other duties & responsibilities as required or assigned by supervisor.
    • Attend meetings when necessary.
    • Maintain a flexible work schedule.

    Qualifications

    PREFERRED SKILLS, KNOWLEDGE AND ABILITIES:

    • Excellent written and verbal communication skills, exceptional customer service orientation, and ability to pay close attention to detail and accuracy.
    • Strong organizational skills.
    • Adept at Microsoft Office applications.
    • Hard-working, willing to work extra hours as necessary, and able to thrive in a fast paced environment
    • Ability to navigate organizational infrastructure to solve or resolve problems.
    • College degree and strong understanding of banking and lending are required.

    MENTAL/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.
    • Must be able to travel in a limited capacity.

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