• Administrative Assistant

    ID
    2019-7412
    Job Locations
    US-CA-San Francisco
    Category
    Administrative
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    The Administrative Assistant works directly with the, Controller, Accounting department, and the Executive Assistant to Chief Accounting Officer to perform various administrative and clerical duties necessary to run the department efficiently. Ability to prioritize workload and adapt to rapidly changing priorities is essential. The right candidate must be a team player who is motivated to take on projects and tasks that require initiative and close attention to detail.

     

    • Overall team support for the Accounting Department
    • Arranges internal and external meetings and conference calls including gathering and preparing agenda/materials and arranging logistics (conference room, bridge line, ordering snacks/lunch)
    • Provides backup for Executive Assistant in various duties and responsibilities, including rollover phone calls
    • Keeps the Accounting work site organized and ensures area is clean and well stocked, including the kitchen, also supports space planning and coordination
    • Maintains invoice files and centralized vendor files. Ensures invoices are reviewed and approved by management and delivered to Accounts Payables for payment
    • Arranges meals for employees during peak periods
    • Seamlessly owns supply ordering, package shipping, mail distribution, printer paper stocking, and courier requests
    • Prepare memos, letters, and other documents/reports for internal and external distribution as requested and provides clerical support including scanning, filing, and indexing
    • Assists in booking travel and hotel arrangements
    • Assists with onboarding new department employees, including collaborating closely with HR, Facilities, IT, etc. to ensure new employees are set up for immediate success
    • Assists in various other duties and special projects as they arise
    • Prepares and submits expense reports
    • Support department record management and retention
    • Leads the resolution of technical issues in the conference rooms and ensures rooms are fully functional
    • Coordinates floor safety (fire drills, floor wardens, times of evacuations, etc.)
    • Coordinates the onboarding and off boarding of professional services consultants
    • Supports the planning and execution of team events and meetings (e.g. town halls, holiday parties, volunteer events, etc.)
    • Manages department Collaborate site and department calendar (includes posting of birthdays, anniversaries)
    • Assist with floor seating plan and any move or logistical arrangements
    • Directly interfaces with all levels of internal clients and team members
    • Responsibilities include the following: 1) adhering to and complying with all applicable, federal and state laws, regulations and guidance, including those related to Anti-Money Laundering (i.e. Bank Secrecy Act, USA PATRIOT Act, etc.), 2) adhering to Bank policies and procedures, 3) completing required training, 4) identifying and reporting potential suspicious activity to the BSA/AML Officer, and 5) knowing and verifying the identity of any customer(s) that enters into a relationship with the Bank

    DISCLAIMER: Critical features of this job are described under the items above. They may be subject to change at any time due to reasonable accommodation or other reasons. This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time

     

    Skills, Knowledge & Abilities:

    • Requires a minimum of 3 years of experience as an Administrative Assistant for a large team
    • Experience using Outlook and MS Office
    • Strong interpersonal skills and ability to build positive rapport
    • Excellent written and oral communications skills and the ability to clearly define projects, objectives, goals, schedules and assignments
    • Must possess the ability to work effectively with business personnel at all levels as well as with outside vendors and contractors
    • Desire broad knowledge of bank and/or lending operations
    • Strong interpersonal and organizational skills, including the ability to work independently and meet deadlines
    • Ability to work in a fast-paced and high-volume environment and manage multiple and/or conflicting priorities
    • Demonstrate a high level of professionalism at all times
    • Superior client service skills
    • Strong detail orientation
    • Team player with a positive, helpful and approachable attitude
    • Bachelor's Degree desired

     

    Physical/Mental Requirements:

    • Vision must be sufficient to read data reports, manuals and computer screens
    • Hearing must be sufficient to understand a conversation at normal volume, including telephone calls and in person
    • Speech must be sufficiently 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 periods of time
    • Physical ability must be sufficient to perform light maintenance, lifting, moving and/or relocating equipment, boxes, and furniture up to 15lbs

     

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