Executive Administrative Assistant

Serve as Administrative Assistant to the SVP & Operations Director and to the Operations Department.

ESSENTIAL FUNCTIONS:

Serves as Executive Assistant, principal communication channel and internal and external liaison for the Operations Director.

Responsible for managing SVP?s calendar and scheduling meetings and appointments, using his/her judgment, independently, and updating all parties as to scheduling and scheduling changes. Sensitive to requests from department staff for time on calendars and accommodates requests as efficiently as possible.

Provides clerical support to the SVP & other departmental managers such as photocopying, faxing, answering and responding to phone calls, opening mail, distributing to appropriate personnel, report distribution and identifying matters urgency and ensuring timely response.

Monitors and is responsible for the successful completion of assigned projects. Tracks progress and updates all participants on timelines and deadlines.

Prepares, drafts and edits correspondence, memoranda, agendas, minutes, reports and special projects for the SVP and other departmental managers. Independently researches information, using all appropriate information sources, to support the activities of the Operations Department.

Organizes SVP?s office and information, including preparation and maintenance of databases, spreadsheets, files, contact lists and calendars.

Plans and coordinates meetings, events (e.g. luncheons, Operations ?All Hands? quarterly events) including setup and wrap-up as necessary. Evaluates and recommends event locations for suitability, travel arrangements and conferences.

Monitors and maintains department supplies.

Coordinates preparation of materials and presentations, maintains and updates records.

Completes and maintains payroll records.

Responsible for expense reimbursement processing.

Assists with information compilation and preparation of various compliance & audit reports.

Provides the highest level of professionalism and service to internal staff and external customers.

Understands and maintains a thorough knowledge of various company products available and communicates same to customers or refers to the proper department.

Supports special projects and studies for SVP and other departmental managers as directed by SVP.

REQUIRED SKILLS:

College (or comparable) education preferred. Four years administrative assistant experience at executive level.

Strong clerical skills: accurate typing at 80 wpm, attention to detail, spelling, grammatical and proofreading abilities; organizational skills.

Demonstrated secretarial and/or administrative experience required, preferably in banking/finance.

Proficiency with Microsoft office products (Excel, Word, Powerpoint). Some knowledge of Access preferred.

Excellent written and verbal communication and presentation skills.

High degree of initiative, multi-tasking abilities, customer service skills and problem-solving skills.
Good judgement, ability to accept responsibility and willingness to assume additional duties/projects as they arise.

Ability to be adaptable and flexible; desire to work cooperatively with others as a team and with people of diverse backgrounds.

Maintain effective communication and working relationships with co-workers and managers.

Unquestionable integrity and ability to handle confidential and sensitive information.

Ability to meet deadlines and to work under pressure.

Ability to search out and implement best practices.

Highly professional in standards, skills and manner of dealing with others.

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

HomeStreet is an equal opportunity employer


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