• Administrative Assistant

    ID
    2019-7451
    Job Locations
    US-CA-San Francisco
    Category
    Compliance
  • Overview

    Reporting to the SVP Deputy BSA Officer, the Administrative Assistant provides administrative support to three groups (i.e., Policy and Program Office or PPO; Solutions and Analytics or S&A; and Corporate Security and Investigations or CSI) within BSA/AML and CSI Department. 

    Responsibilities

    • Direct interface with all levels of external business constituents as well as internal team members
    • Schedule meetings and arrange logistics, where applicable, (e.g., conference room reservation, audio and video connection, presentation materials, etc.)
    • Gather and prepare agendas and meeting materials for PPO, S&A, and CSI team meetings.
    • Take notes for PPO, S&A, and CSI team meetings.
    • Plan for team events.
    • Make travel arrangements and create expense reports for the Deputy BSA Officer, Head of S&A, and Head of CSI.
    • Review and prepare vendor invoices and correspondence for approvals.
    • Maintain and track vendor communications, licensing, contracts, and other key information.
    • Review access control lists and follow-up with other departments to confirm access needs.
    • Perform duties and responsibilities specific to department functions and activities.
    • Serve as back up to executive and administrative assistant in Department, as needed
    • Assist with other office administration tasks, including ordering supplies; delivering mail and courier packages; and replenishing office and kitchen supplies.
    • Navigate organizational infrastructure to solve or resolve problems.
    • Spot check conference rooms and BSA/AML floor throughout the day to ensure environments are tidy and clean.
    • Perform other duties and responsibilities as assigned by supervisor.

    Other responsibilities include 1) adhering to and complying with the applicable, federal and state laws, regulations and guidance, including those related to anti-money laundering; 2) adhering to Bank policies and procedures, and 3) completing required training timely

    Qualifications

    The successful candidate must possess excellent written and verbal communication skills; exceptional customer service orientation; ability to pay close attention to detail and accuracy; and strong organizational, multi-tasking, and prioritization skills.  The qualified individual must be hard-working, responsive, work with minimum direction, and able to thrive in a fast paced environment.  Other qualifications are as follows:

    • A high degree of professionalism and work ethic
    • A minimum of three years practical business/administrative experience
    • Proficiency with Microsoft Office programs and Internet research
    • Excellent interpersonal skills, dependable, and the ability to communicate with all levels in the organization
    • Ability to work well under pressure
    • Strong initiative, self-starter, and good judgment
    • Ability to work independently but also partner as a team player
    • Willingness to take direction from various sources as required
    • Team player
    • Bachelor's degree preferred
    • Experience in financial services industry and including general knowledge of BSA/AML compliance

     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
    • May be required to lift 25-50lbs

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