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Executive Administrative Assistant I or II - Irvine, CA #6673794

Company: HomeStreet Bank

Date: 08/14/2019

Category: Banking

City: Irvine, CA

EO/AA Employer including Vets and Disabled


Qualified applicants with arrest and conviction records will be considered in accordance with legal requirements.


Job Description Summary


POSITION SUMMARY:


Executive Administrative Assistant I - Provide a variety of administrative and technical support to the Senior Management. Promote and provide exceptional customer service to all external and internal customers. Provide additional administrative support for other members of the department including meeting coordination, expense reporting, and maintaining files. Work in cooperation with a team of administrative assistants to facilitate good communication and coordination among various business units and work groups.


Executive Administrative Assistant II - Serve as Administrative Assistant to Senior Management and assume administrative and operational tasks to enable the Manager to focus on and efficiently execute his/her respective duties and responsibilities. Responsible for coordination and traffic control for the Manager among his/her respective areas of oversight, reporting responsibilities, and direct reports. Handle details of a highly confidential and critical nature and function efficiently and effectively in a fast-paced, professional environment. Independently manage multiple tasks and projects with competing priorities and deadlines, prioritize communications and opportunities, and organize and maintain administrative processes.


Job Details


ESSENTIAL FUNCTIONS:


Executive Administrative Assistant I


  • Provide administrative support to the Senior Management and team in accomplishing goals that support HomeStreet objectives.


  • Act as liaison on behalf of department staff.


  • Help develop policies and programs to meet organizational needs and provide guidance and assistance to other areas.


  • Assist the director and management team members with specific projects while maintaining confidentiality and flexibility to meet internal and external deadlines.


  • Research, assemble, maintain and distribute materials as related to various projects, presentations, management committees and/or board assignments.


  • Help troubleshoot and resolve customer issues as necessary.


  • Assist with data input for various projects.


  • Assist with balancing reports at month end in appropriate tracking systems.


  • Help direct the activities of the department staff to seek out customer satisfaction and help company profitability.


  • Assist in the continued development and implementation of initial training of department staff.


  • Assist in the ongoing development and documentation of process and procedures.


  • Complete special projects and perform miscellaneous duties as directed.


  • Participate in Company and Bank meetings as necessary.

Executive Administrative Assistant II


  • Administrative Support: Provide primary administrative support to the assigned Manager, and may provide administrative support for additional Managers, including scheduling meetings, managing calendars, maintaining contacts, and composing, proofreading, and editing correspondence and reports as requested.


  • Phone Support: Answer phones for the assigned Managers. Direct calls to team members as instructed; take messages, assist the caller, or transfer to voice mail as situation dictates. Serve as point-person for department overflow calls.


  • Organizational Assistance: Provide assistance by organizing filing and de-cluttering surfaces in the Manager’s office; monitoring schedules and providing reminders of and assistance getting to meetings on-time; printing meeting materials in advance; and providing reminders of upcoming deadlines and significant milestones requiring attention.


  • Meetings: Coordinate department meetings, including setup and wrap-up, as necessary. Also exhibit sensitivity to requests from department staff for time on executives’ calendars and accommodate requests as efficiently as possible.


  • Invoices: Process department invoices for payment, including tracking (if required), supplying appropriate GL coding, obtaining appropriate signatures, retaining file copies, and providing to AP in a timely manner.


  • Signature Authorizations (AP): Complete and update signature authorization forms for all department managers and provide properly executed copies to AP, maintaining a copy in a central file for reference.


  • Clerical Support: Provide clerical support to the Senior Manager and other department managers in the form of photocopying, processing incoming and outgoing mail and overnight deliveries; and assisting with maintaining directory and contact list information (e.g., Intranet and internal department phone lists).


  • Travel/Expense Reimbursements: Coordinate travel arrangements for Manager(s) and other department managers as needed. Process expense reimbursements.


  • Office Supplies: Monitor and maintain department supplies.


  • Filing: Set up and maintain files as required.


  • Reporting: Provide reminders, assist with, and coordinate compilation, preparation, signing, and filing of various compliance reports.


  • The following tasks are dependent upon the assigned Manager(s):


  • May coordinate process and provide information for monthly board reports, ensuring accuracy, completeness, and timeliness.


  • May Coordinate contracts and agreements for the Department including maintaining appropriate hard copy and electronic copies of executed contracts.


  • Strategic Planning: Under the direction of the Senior Manager, may assist with the development and maintenance of the annual strategic planning schedule and process, including but not limited to disseminating information and templates, scheduling review meetings and planning sessions, editing and compiling strategic plan documents, and production and distribution of the final strategic plan.


  • May assist with the development, maintenance, and dissemination of the production timelines for audits and required reporting. Provide reminders for significant milestones and meetings. Assist with maintaining corporate records.


  • Team Administration: Support the Manager(s) with coordination of direct reports’ annual goals, performance reviews, and process time off requests for direct reports via Workday.


  • Understand and maintain knowledge of HomeStreet’s operations and organization and utilize this knowledge to foster efficient business practices both internally and externally.


  • Champion the tenet of a professional, cooperative, positive and cordial atmosphere.


  • Coordinate meetings, including setup and wrap-up, as necessary. Occasionally will be required to coordinate conferences or events.


  • Perform other duties as requested and assigned. REQUIREMENTS: Executive Administrative Assistant I


  • A minimum of 4 years of executive administration experience with working knowledge of bank programs, products and services as typically gained through four (4) or more years of banking experience.


  • Bachelor’s Degree preferred, with demonstrated accomplishment in relevant course work.


  • Must be flexible; able to multi-task and work effectively within time constraints.


  • Demonstrated communication and people skills to work collaboratively with other areas of the bank and with all levels of employees, customers and the public.


  • Ability to exercise prudent administrative skills in order to be proactive in anticipating and planning for communications, scheduling and organizational needs.


  • Excellent grammatical, oral, proofreading and writing skills, with ability to express self clearly and effectively in writing as well as on the telephone, through e-mail and in person.


  • Technologically proficient in business software programs including, Microsoft Word and Excel.


  • Willingness to learn new technologies as they become available.


  • Excellent clerical and administrative skills, including accurate and proficient keyboarding skills.


  • Ability to gather, analyze and present information.


  • Strong organizational skills, and the ability to make decisions, work independently, and handle multiple priorities. Ability to maintain fast-paced, active work style.


  • Ability to work as part of a team of administrative assistants and members of management to support the needs of the company.


  • Unquestionable integrity and ethics and ability to maintain confidentiality in handling sensitive and confidential information.


  • Dependable and a believer in the accountability of one’s own performance. A self-starter, able to maintain progress on long-term tasks without direct supervision.


  • Desire to continue to learn and adapt to change.


  • Ability to work flexible hours to support the work of the department and the company. This may require attendance at, or assistance with, morning and evening meetings.

Executive Administrative Assistant II


  • Minimum 5 years’ previous experience providing direct administrative support at the executive level of an organization required. Experience in banking, mortgage lending, and/or the financial services industry preferred.


  • Bachelor’s Degree preferred with demonstrated accomplishment in relevant course work or comparable experience.


  • Ability to gather, analyze, and present information.


  • Demonstrated professional business communication and people skills plus the ability to work successfully with all levels of employees, customers and the public, with an energetic engagement, warmth and professionalism.


  • Ability to exercise prudent leadership and management skills in order to be proactive in anticipating and planning communications, scheduling and organizational needs.


  • Excellent grammatical, oral and writing skills, with the ability to express self clearly and effectively in writing as well as on the telephone, through email and in person.


  • Strong organizational skills and the ability to make decisions, work independently, and handle multiple priorities. Must maintain a fast paced, active work style. Proficiency with managing electronic and paper filing systems.\


  • Proficient with keyboarding (70 wpm), alpha and numeric, proficient in Word and Excel, willing to learn new technologies as they become available. Excellent administrative skills, including spelling, grammar and proofreading.


  • The desire to continue to learn, be flexible and adapt to change.


  • Dependable and a believer in the accountability of one’s own performance. A self-starter, able to maintain progress on long term tasks without direct supervision.


  • Unquestionable integrity and ethics and the ability to maintain confidentiality in handling sensitive and confidential information.


  • Ability to work as part of a team of administrative assistants and members of management to support the needs of the company.


  • A commitment to HomeStreet’s values and motivation to understand and represent HomeStreet in business relationships and in the community.


  • The desire and ability to understand HomeStreet’s business and marketing strategies and to keep up with changes in the industry and technology.


  • Ability to accept and facilitate change, whether indicated by corporate needs, market, or regulatory requirements.


  • Commitment to providing excellent customer service.

This Position Description may not be limited to the Functions and Requirements as outlined, now or in the future. For example, changes in corporate needs, position demands, or individual performance may result in changes to the Functions or Requirements of this position.


Area


Administrative and Business Operations (Corporate)


Who We Are


Founded in 1921, HomeStreet Bank offers consumer and business banking, mortgage financing, commercial lending, investment and insurance products and services in the Pacific Northwest, California and Hawaii. We maintain a shared goal across teams and regions to be the trusted and preferred source of financial services for our clients.


Our drive to achieve this goal begins with trust – in our own abilities and in those who we work with each day. At HomeStreet, we respect and empower our employees to make decisions that support innovation, and deliver results for customers. Employees collaborate across teams to make the right decisions, share knowledge, continually move forwards and grow.


We believe in promoting from within to deliver the strongest base of company knowledge, shared experience. And understanding about how our company has grown and evolved since its founding in 1921. Our teams reflect motivation, caring and a drive to achieve while having fun and supporting the communities where we live and work. This is how we deliver value every day.


Work Culture


As a rapidly expanding company, HomeStreet offers many opportunities to learn and grow. Throughout a period of dramatic growth, we have preserved the tradition of working in cross-functional project teams and promoting advancement across the company. Whether your interest lies in the banking or lending aspects of our business, if you have a desire to learn, are enthusiastic, perform quality work and have a passion for customer service, you will thrive in this fast paced and fun environment where people respect and help each other.


Diversity and Inclusion


Diversity


HomeStreet is committed to a diverse workplace with employees from a wide range of backgrounds. We recognize that a more diverse workforce translates to broader perspective and greater understanding, which in turn translates to a greater capacity for customer service. We focus on recruiting and retaining employees from different backgrounds and who are representative of the people in our communities. By doing so, we are better able to serve our customers and understand their financial services needs and goals.


Equal Employment Opportunity


Equal employment opportunity is a fundamental HomeStreet belief. We practice fair and equal treatment for everyone, regardless of race, color, national origin, ancestry, religion, creed, political ideology, gender, marital status, sexual orientation, age, or the presence, history or perception of having any sensory, mental or physical disability, genetic information, or protected veteran status. In addition, we ensure compliance with federal, state and local laws governing nondiscrimination in employment. This philosophy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.


Employing Individuals with Disabilities


HomeStreet embraces the American with Disabilities Act (ADA) and applicable state and local laws providing for nondiscrimination in employment against qualified individuals with disabilities. If you have any difficulty using our online system and you need an accommodation due to a disability, you may use the alternative email address below to contact us about your interest in employment with HomeStreet Bank: Recruiting@homestreet.com.


Come Grow With Us


For more than 90 years, HomeStreet Bank has maintained a strong commitment to ethics, customer service and support of our communities. Building trust with our customers and employees is at the core of everything we do, and we’re looking for talented and motivated people to join us as we grow and evolve as a company.


We are an equal opportunity employer with a commitment to employee development. We continually aim to build and maintain a successful team of talented people who feel challenged to do their best every day. We hire for potential, support personal development, and whenever possible, promote from within.


We offer competitive salaries, benefits, and incentives with the opportunity to give back to the community. Whether you’re just beginning your career in financial services, or have years of experience, we have a wide range of job opportunities for you to consider.


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