Executive Assistant, Executive Administration, South Bend, IN at 1st Source Bank
1st Source Bank · South Bend, United States Of America · Onsite
- Senior
- Office in South Bend
POSITION SUMMARY
Provides strategic executive support to the Chairman of the Board (COTB), CEO, or President of the Bank, handling complex and confidential administrative duties. Manages digital workflows, coordinates high-level communications, and ensures seamless scheduling and travel logistics. Acts as a strategic liaison and trusted advisor, exercising diplomacy and discretion in all facets of the role.
ESSENTIAL REQUIREMENTS
- Organizes and streamlines (physical/digital) workflow through the COTB, CEO, or President's office, manages incoming communications across platforms, ensures timely responses to inquiries, and provides information in the absence of the COTB, CEO, or President.
- Maintains and optimizes the President’s calendar using modern scheduling tools, coordinates appointments, meetings, and travel logistics, and prepares detailed itineraries and expense reports.
- Collaborates closely with the COTB, CEO, or President to keep them well-informed of upcoming commitments and responsibilities, anticipate needs, manage priorities, ensure alignment with strategic goals, and follow up appropriately.
- Plans, coordinates, and ensures the COTB, CEO, or President’s schedule is followed and respected.
- At the direction of the COTB, CEO, or President, researches, prioritizes, and follows up on incoming issues and concerns addressed to the COTB, CEO, or President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Arranges complex, detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings; and coordinates virtual and in-person meetings, including technology setup and document preparation.
- Manages multiple priorities with agility, ensuring timely completion of projects under tight deadlines.
- Drafts and edits high-level correspondence, presentations, routine reports, and documents that are complex and/or confidential in nature with professionalism and accuracy.
- Composes departmental correspondence, routine reports and documents which are complex and/or confidential in nature and takes transcription dictation.
- Maintains strict discretion and confidentiality in relationships on behalf of COTB, CEO, or President, and builds trusted relationships across the organization.
- Regular and predictable attendance is an essential requirement of the position.
- Responsible for the completion of all compliance training related to the position.
- Must understand all applicable laws and regulations that apply to the position and comply with the requirements.
NON-ESSENTIAL FUNCTIONS
Copies documents and correspondence.
Scans and converts documents, correspondence, etc., into PDF format for the department as needed.
Performs all other duties as assigned.
EXPERIENCE/SKILLS
- Three (3) to five (5) years of experience preferred or equivalent experience in a related field.
- Proven experience as an Executive Administrative Assistant, Senior Executive Assistant, or in another administrative position preferred.
- Experience with digital document management and workflow automation tools preferred.
- Full comprehension of office management systems and procedures.
- Ability to protect the confidentiality/privacy of others as appropriate, as well as of company documents and records.
- Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook; familiarity with collaboration tools such as Teams, Zoom, SharePoint, and Microsoft 360 Co-Pilot.
- Strong organizational and multitasking abilities, with a proactive and solution-oriented mindset.
- High-level verbal and written communication skills with the ability to draft executive-level documents.
- Demonstrated expertise in executive-level coordination, strategic support, and project management.
- Self-starter, good organization.
- Ability to handle multiple tasks in a fast-paced, dynamic environment.
- Ability to meet specific deadlines.
- High attention to detail and ability to manage confidential information with integrity.
EDUCATION
Bachelor’s degree preferred.
TRAVEL REQUIREMENTS
Ability to travel as needed for meetings, projects, seminars, etc.
PHYSICAL DEMANDS
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
While performing the duties of this job, the employee is required to sit, stand and walk; use hands and fingers to operate keyboard and other office equipment; reach with hands and arms; and talk or hear. The employee is occasionally required to stoop or kneel. The employee may occasionally lift and/or move up to 10 pounds.
EQUIPMENT
MS Office PC, fax, phone, and standard office equipment.
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