Hybrid Senior Administrative Assistant bei TASI Bank

Situation or Department Goal – Describe the obstacles or problems that the candidate will solve.

The (SAA)Senior Administrative Assistant primary role is to provide administrative support to the President of TASI Bank.

Your key responsibilities include managing the President’s calendar, coordinating meetings and appointments, preparing executive correspondence and reports, and facilitating internal and external communication. The Senior Administrative Assistant maintains confidential records, and assists with meeting logistics and travel arrangements. Additional duties may include supporting project timelines, handle sensitive information, and liaising with Tasi’s Management Team, Staff, Clients, Vendors and Regulators.

This position requires you to maintain a high degree of professionalism, discretion, and organizational skill. The ideal candidate will demonstrate strong written and verbal communication abilities, attention to detail, and the capability to manage multiple priorities in a dynamic banking environment. Familiarity with banking terminology, compliance standards, and executive-level administrative practices is a plus.

Obstacles – Describe the challenges that the candidate will likely deal with

Challenges you will face in Supporting the TASI Bank President and TASI Management Team: 

Maintaining Confidentiality and Discretion: Working closely with leadership requires handling highly sensitive information, including executive decisions, financial data, and personnel matters. A single misstep in confidentiality can impact trust and institutional integrity.

Operating in a High Volume and Fast-Paced Environment: Supporting the Bank President and TASI Management Team often involves juggling multiple, time-sensitive tasks. Managing a high volume of emails, meetings, calls, and urgent requests can lead to task overload without strong prioritization and time management.

Managing Competing Priorities Across Departments: The SAA may receive requests from multiple members of the management team, each with varying degrees of urgency. Navigating these competing priorities and managing expectations is a constant balancing act.

Exhibit Flexibility to Support and Adapt to different eadership styles: Each manager may have a different work style, communication preference, and urgency level. The SAA must quickly adjust their approach to align with individual expectations while maintaining consistency in service quality.

Managing Through a Challenging Technology Infrastructure: Our systems don’t always work they way they should.  You will need to coordinate with the correct support staff to get things fixed. 

Actions – What actions will need to be taken to accomplish the goal or solve the problem?

Key Actions to Complete Tasks and Meet Goals:

Prioritize and Plan Daily Tasks: Develop and follow a daily and weekly task list aligned with executive priorities; Use calendar and project management tools to track deadlines and deliverables.

Maintain Executive Calendar Management: Schedule and confirm meetings, appointments, and travel with minimal conflicts; Anticipate scheduling needs based on leadership routines and external demands.

Adapt and Respond to Changing Priorities: Remain flexible to last-minute changes, urgent requests, or new initiatives; Use sound judgment to re-prioritize and escalate when necessary.

Demonstrate Initiative and Problem-Solving: Anticipate leadership needs before being asked; Propose solutions to administrative bottlenecks and streamline processes.

Track and Support Goal Progress: Monitor deadlines for reports due weekly, monthly, quarterly and annually, compliance documents, or special projects; Provide regular updates to the President and Management Team on task status and completed actions.

Results – What are the measurable/quantifiable results required? What results define success?

Measurable and Quantifiable results:

Consistently High Completion Rate: 95%+ of all management action items completed on or ahead of schedule.

Efficient Meeting Support: All meeting materials, minutes, and action lists are consistently prepared and distributed within 24 hours, with clear accountability.

Transparent Progress Tracking: All major strategic initiatives are tracked and status reported accurately and on time, enabling informed executive decisions.

Proactive Communication: Stakeholders (internal/external) receive timely, accurate responses, reflecting well on the President’s office and the management team.

Process Excellence: Regular identification and implementation of process improvements, leading to greater efficiency and reduced administrative bottlenecks.

Document Quality and Compliance: Management and Board documents are accurate, compliant, and require minimal revisions, supporting audit readiness and regulatory requirements.

Success is defined by how reliably and efficiently you enable the President and Management team to execute their strategic objectives, minimize delays, and maintain a high standard of operational excellence across all administrative touchpoints.

Category of Essential Functions & Task

FLSA Class

% Time

Manage the Relationship

Non-Exempt

25%

• Maintain and manage contact lists.
• May be tasked to support Senior Managers with daily clerical tasks. 
• May be asked to attend meetings and record notes and messages for managers and senior-level officer
• Participate and share ideas during department meetings.
• Be open to cross-training, collaborating and supporting fellow co-workers with tasks to help meet the needs of the business.

Manage the Experience

Non-Exempt

20%

• Proactively role model our bank brand personalities and build meaningful connections with colleagues, co-workers and other employees.
• Meet and greet client and visitors
• Receive/process/respond professionally to all communication channels, including email, phone, and physical mail
• Represent/participate in Bank sponsored events and community outreach programs. 

Manage the Tasks/Transactions

Non-Exempt

35%

• Prepare correspondence, memorandums, reports and materials for publications and presentations
• Develop and maintain a filing system
• Maintain the President’s calendar of activities and events
• Maintaining a diary of events, complete with a bring-up system to ensure ongoing matters are not filed and forgotten
• Setup President’s travel and lodging arrangements
• Reconcile and submit President’s expense report as needed
• Setup accommodation and entertainment arrangement for company visitors/vendors
• Setup and coordinate meetings / conferences and often required to take minutes of the meetings / conferences
• Create, transcribe, and distribute meeting agendas and minutes as required.
• Assist and support GUAM HRMD with payroll and personnel related documentation and processing.
• Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces, as needed.
• Open, Sort, Read and analyze incoming memos, email submissions, and reports, determine their significance and plan distribution.
• Perform general clerical work to include but not limited to: photocopying, faxing, mailing and filing
• Maintain hard copy and electronic filing
• Prepare and sign for DHL/UPS/FedEx/Airborne packages
• Coordinate project-based work
• Complete other assigned duties/tasks and projects to meet the needs of the department or business.

Manage/Mitigate the Risk

Non-Exempt

20%

• Ensure strict confidentiality is maintained at all times.
• Secure under lock and key all bank work documents at the end of the day.
• Complete all bank mandated training as required

FLSA Categorization 

FLSA Class

100%