• Executive Assistant

    ID
    2018-7088
    Job Locations
    US-MA-Boston
    Category
    Administrative
  • Overview

    First Republic is an ultra-high-touch bank that provides extraordinary client service. We believe that one-on-one interactions build lasting relationships. We move quickly to serve our clients’ needs so that their financial transactions are handled with ease and efficiency. Client trust and security are paramount in our line of business. Ultimately, our goal is unsurpassed client satisfaction which will lead to personal referrals – our number one source of new business.


    We recognize that our competitive advantage starts with our people and our culture. At First Republic, we work hard and move quickly as a very coordinated team. If you are looking for an opportunity to grow and contribute in a fun, fast-paced environment, First Republic is the place for you. We have exceptional people focused on providing extraordinary service.

     

    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 the Regional Manager of Business Banking will provide exceptional support in a variety of administrative and time management needs, along with providing broader team support for the Business Banking department.

    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 EA is expected to collaborate with other administrative assistants in and outside of the department to support the broader needs of the bank as a whole.

    Responsibilities

    RESPONSIBILITIES

    • Maintain Executive calendar, including but not limited to; heavy scheduling, invitation management and arranging meeting space / video conference.
    • Act as a liaison between Regional Manager and the clients / prospects.
    • Handle confidential Bank and Client information in a discrete manner.
    • Coordinate and manage Client Engagement Initiative list for the Executive (includes heavy scheduling and travel arrangements).
    • Facilitate all travel arrangements for the Executive through Concur (air; rail; hotel; car service, etc.).
    • Maintain and process the Executive’s expense reports in a timely manner via Concur.
    • Manage Business Banking Marketing budget and Charitable Contributions and Sponsorships.
    • Assist with project based work, such as:
      • Compile and Monitor Guest Lists for Upcoming Events
      • Coordinate Client and Prospect Gifts
      • Recruiting and Onboarding- coordination with recruiters, filtering of resumes, heavy scheduling and management of interview process, onboarding logistics and first day support.
      • Trainings, Retreats and Conferences- assist Director of Training and Operations with administrative logistics, as needed.
      • Client and Internal Events- plan and manage all logistics pertaining to any client events or internal department events / celebrations.
      • Emergency Preparedness- responsible for managing and coordinating recovery with the process owners and be the out of region alternate for the Business Continuity Coordinator.
      • Community Manager- responsible for updating and monitoring the Business Banking Collaborate Site.
    • Manage Boston Business Banking floor plans and space.
    • 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.
    • Responsible for coordinating all logistics pertaining to monthly department meetings.
    • Assist with mailings through Mail Merge and creating labels.
    • Assist Boston Business Banking with marketing, event and administrative needs.
    • Other duties and responsibilities may be assigned.

    Qualifications

    QUALIFICATIONS:

    • Bachelor’s Degree required.
    • 2-5 years of Administrative or Project Management experience required, Executive Assistant experience preferred but not required.
    • Must possess the ability to demonstrate a high level of professionalism and confidentiality.
    • Highly proficient with Windows, Microsoft Office Suite (i.e. Word, Excel and PowerPoint) and Concur Expense reporting system.
    • Ability to work well in a team setting and individually.
    • Must possess excellent verbal and written communication skills.
    • Ability to multitask and manage time wisely.
    • Ability to work well under pressure while demonstrating composure in a fast paced environment.
    • Must be detail-oriented and highly organized.
    • Extremely flexible and enthusiastic about change. Positive attitude and ability to maintain composure under stress.
    • Excellent intuition and judgement.
    • Aligns well with First Republic Bank Values.
    • Energetic, proactive, professional, approachable, entrepreneurial.

    PHYSICAL/MENTAL 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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