Administrative Assistant

2 months ago

Michigan City, United States Horizon Bank Full time
Job Overview

The Administrative Assistant is responsible for supporting the Chief Commercial Banking Officer (CCBO), with a variety of administrative tasks related to Commercial Lending, Credit Administration, Wealth Management and Treasury Management, in compliance with state and federal regulations, company polices and established Standard Operating Procedures (SOPs). The position functions as a liaison to the Commercial Lending and Credit Administration teams, Private Wealth Management team, Treasury Management teams, as well with members of the Bank's executive team and committee members of the Board of Directors. Key responsibilities include calendar management, meeting and event coordination, reports and minutes, and active organization and communication. This position requires knowledge of bank products, services and processes and executive level interactions.

Principal Accountabilities

Represent the Bank to both internal and external customers in a courteous, professional manner in face-to-face, written and telephone communications. Responsible for adherence to regulatory compliance standards including Bank Secrecy Act (BSA), retention policies, information security, company policies and procedures, as well as the quality and timeliness of administrative activities. Actively protect confidentiality of customer and account information. Demonstrate Horizon Bank's commitment to the communities we serve through involvement in local organizations and events.

Duties
  • Perform a variety of administrative duties to support the CCBO and departments under their management.
  • Coordinate meetings and events, meeting reports and packages for distribution, and associated minutes.
  • Prepare reports for management, regulatory, and board review.
  • Prepare weekly rate sheet for CCBO review.
  • Coordinate annual grant and donation requests
  • Maintain records related to Community Bank Advisory Boards
  • Process expense reports for CCBO and direct reports
  • Provide superior customer service to visitors and co-workers while maintaining the highest level of professionalism.
  • Act as support liaison with auditors and bank examiners as requested
  • Gather loan documents and related documentation requests.
  • Handle routine requests for information and support.
  • Report suspicious transactions or unusual occurrences to EVP as required.
  • Perform all work in compliance with established regulations, policies, Standard Operating Procedures (SOPs) and instructions.
  • Maintain customer confidence and protect bank operations by keeping information private and confidential.
  • Participate in ongoing skill, compliance, product, market, risk management and security training as required for the position and apply knowledge in performance of daily tasks.
  • Provide back-up assistance to Executive Assistant for CEO and Executive Team Members.
  • Other duties as assigned
Qualifications & Skills
  • College degree in business, finance or related field of study preferred; High school diploma or GED required.
  • Minimum of 2 years' of administrative support experience in an executive setting.
  • Banking experience, including knowledge of commercial banking desired.
  • Exceptional organization, time management and follow-up skills.
  • Excellent interpersonal skills and ability to communicate effectively with customers, bank employees and outside service providers.
  • Ability to take initiative and work independently, utilize sound judgment in decision making, and interact in a positive manner with clients, co-workers, and management.
  • Ability to follow detailed instructions and a wide range of procedures requiring superb analytical skills and sound professional judgment.
  • Must possess demonstrated accuracy, attention to detail, and problem solving skills.
  • Must have advanced Microsoft Word and Excel skills and experience with CutePDF and ability to learn additional bank software programs.
Core Competencies
  • Adaptability and Flexibility
  • Regulatory Compliance
  • Attention to Detail
  • Time Management
  • Professionalism
  • Written Communication
Physical Requirements

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions in compliance with the Americans with Disabilities Act (ADA)

Physical Demand:

Percentage of Time:

Communicate with customers, advisors, vendors and managers regarding banking transactions and issues. Able to exchange accurate information with others.

90-100%

Able to verify authenticity of financial instruments, forms, documents and signatures. Able to verify identity of customers, vendors and service providers. Able to observe actions of others to ensure safety and security of the facility.

90-100%

Able to grasp, move and sort forms and papers.

90-100%

Constantly operate a computer and other office machinery such as calculator, copy machine, fax machine, scanner, printer and telephone

90-100%

Able to remain stationary at a desk for long periods of time

75-100%

Regularly move about the office to access file cabinets, storage drawers and various office equipment

75-100%

Occasionally position self to reach heights between floor and 6'

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