Executive Administrator and Project Coordinator

The Executive Administrator and Project Coordinator is a multifaceted role in providing administrative support to the President / CEO and Executive Officers, as well as coordinating various projects to ensure their successful execution.

This position has ongoing oversight over a wide range of complex administrative / clerical duties requiring attention to detail, organization, confidentiality and ability to interact professionally with all levels within the bank.

In addition to supporting the President / CEO and Executive Officers, this position will be responsible for administratively supporting and documenting all major projects within the bank.

This role acts as a liaison between the project leaders, subcontractors, consultants, clients and internal departments to facilitate workflow.

This includes tracking progress, gathering information, compiling reports, and making recommendations based upon data and findings.

Executive Administrator

• Monitors President / CEO schedule to avoid overbooking and maximize efficiencies while assuring matters are presented timely
• Manages President / CEO calls and prepares correspondence assuring appropriate and professional response in a timely manner
• Manages President / CEO and Executive Officers travel arrangements for conferences, meetings, and training. Supervises arrangements assuring logistics for group meetings are completed and communicated accordingly
• Schedules and prepares arrangements for executive business meetings presentations. Preparations include organizing program, securing caterers, coordinating speakers, setting and maintaining event budget, etc.
• Prepares complex PowerPoint Presentations, Excel spreadsheets and Word documents with accuracy and a high degree of professionalism
• Conducts research and prepares necessary spreadsheets and reports for a broad range of business projects to assist President / CEO and Executive Officers in business decisions
• Manages BoardPaq (Board of Directors' software) on an ongoing basis, including communications of deadline, topics, minutes, notes, etc.
• Assures Board reports are accurate, completed, and distributed / uploaded in a timely manner

Project Coordinator

• Serves as the central point of contact for active projects, pulling in project leaders as needed
• Consults with management and reviews project proposals to determine goals, time frame, funding limitations, procedures for accomplishing project, and allotment of resources.
• Direct development of an action plan and estimate requirements for resources and time required to complete project.
• Creates and implements Project Management documentation process to track and monitor project information
• Project Set-Up - Ensures that proper tools, processes and other requirements are in place prior to the beginning of a project
• Project Execution / Document Management - Ensures project is executed from project launch through close-out
• Identifies and schedules project deliverables, milestones, and required tasks.
• Coordinates activities of project personnel to ensure project progresses on schedule and within budget.
• Follows and helps to maintain standards and procedures for project reporting and documentation.
• Exercises discretion in managing correspondence and information, escalating issues where appropriate
• Analyzes issues, tracks down information and diagnoses problems
• Confers with project team to resolve problems.
• Assists in maintaining project schedules. Develop and maintain issue logs and reporting
• Maintain project repositories of documents
• Prepare documents for various recurring meetings including minutes, issue logs etc.

SECONDARY DUTIES AND RESPONSIBILITIES

• Other duties as assigned
7 days ago