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Executive Assistant
Banc of California
Santa Ana, CA, United States
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Description
Since 1941, Banc of California (NYSE:BANC) has empowered California’s diverse private businesses, entrepreneurs and communities, provided full service banking and lending, and partnered with businesses, families and employees to achieve their dreams.
Today, we are large enough to meet our clients’ banking needs, yet small enough to care and serve them well. Banc of California’s strong balance sheet, deep community roots and commitment to lasting and meaningful relationships are the foundation for its long record of success.
JOB SUMMARY:
Responsible for providing support to senior management executives including, but not limited to gathering data and compiling various reports for management; conducting projects and assignments; maintaining files; and issuing all types of correspondence. Requires by nature of the superiors’ positions, involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment. Performs all duties in accordance with the company’s policies and procedures, all U.S. state and federal laws and regulations, wherein the company operates.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Develops strong working relationships and superior communication skills with all levels of the organization; particularly the Executive team.
2. Gathers and coordinates data for Executive Team and other Committee meetings; prepares agendas; organizes special meetings and events; maintains attendance records; and prepares and distributes meeting minutes.
3. Assumes responsibility for special projects; gathers data and prepares reports for the Board of Directors and other members of Senior Management, audits and other personnel.
4. Screens incoming calls, correspondence, and responds independently at the Executive’s direction when permissible.
5. Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
6. Prepares agendas, notices, and minutes for corporate meetings.
7. Composes and prepares confidential correspondence, reports, and other complex documents.
8. Performs complex and confidential administrative functions including developing written correspondence. Responds to routine external correspondence. Types memos, purchase requisitions, payment requests, and other department forms and documents.
9. Creates and maintains databases and spreadsheet files.
10. Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
11. Prepares expense reports.
12. Maintains confidentiality of all corporate, personnel, and research matters.
13. Greets and screens in-person customers and visitors; exercises tact, judgment, initiative and knowledge of supervisor’s functional area to determine which individual(s) may be handled by subordinate officers and staff.
14. Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.
15. Interfaces with internal departments in matters related to contract processes and/or approvals.
16. Schedules appointments and/or tasks as necessary; maintains supervisor’s calendar; reminds supervisor of scheduled appointments and meetings; assembles documents, reports or other information as required for meeting preparation; ensures appointment or meeting participants are informed of date and time; explains supervisor’s requirements and instructions to others as directed for meeting preparation.
17. Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.
18. Follows policies and procedures; completes tasks correctly and on time; supports the company’s goals and values.
19. Demonstrates knowledge of and adherence to EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes working environment free of harassment of any type; builds a diverse workforce and supports affirmative action.
20. Performs the position safely, without endangering the health or safety to themselves or others and will be expected to report potentially unsafe conditions. The employee shall comply with occupational safety and health standards and all rules, regulations and orders issued pursuant to the OSHA Act of 1970, which are applicable to one’s own actions and conduct.
21. Performs other duties and projects as assigned.
Banc of California is an equal opportunity employer committed to creating a diverse workforce. All qualified applicants will receive consideration for employment without regard to age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), denial of Family and Medical Care Leave, disability (mental and physical) including HIV and AIDS, marital status, medical condition (cancer and genetic characteristics), genetic information, military and veteran status, national origin (including language use restrictions), race, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, gender expression, and sexual orientation.
Qualifications
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:
• Demonstrates knowledge of, adherence to, monitoring and responsibility for compliance with state and federal regulations and laws as they pertain to this position including but not limited to the following: Regulation Z (Truth in Lending Act), Regulation B (Equal Credit Opportunity Act), Fair Housing Act (FHA), Home Mortgage Disclosure Act (HMDA), Real Estate Settlement Procedures Act (RESPA), Fair Credit Reporting Act (FCRA), Bank Secrecy Act (BSA) in conjunction with the USA PATRIOT Act, Anti-Money Laundering (AML) and Customer Information Program (CIP), Right to Financial Privacy Act (RFPA, state and federal) and Community Reinvestment Act (CRA).
• Effective organizational and time management skills.
• Intermediate skills in computer terminal and personal computer operation; Microsoft Office applications including but not limited to: Word, Excel, PowerPoint and Outlook.
• Intermediate typing skills to meet production needs of the position.
• Intermediate math skills; calculate interest and percentages; balance accounts; add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals; locate routine mathematical errors; compute rate, ratio and percent, including the drafting and interpretation of bar graphs.
• Exceptional oral, written and interpersonal communication skills with the ability to apply common sense to carry out instructions, interpret documents, understand procedures, write reports and correspondence, and speak clearly to customers and employees.
• Ability to work with general supervision while performing duties.
EDUCATION, EXPERIENCE AND/OR LICENSES:
• Associate’s Degree (AA) and a minimum of 5 years’ related experience and/or training. Work related experience should consist of previous experience and/or training supporting corporate executives and senior management.
• Bachelor’s Degree preferred but not required.
• Current California driver’s license and a vehicle with appropriate insurance coverage to drive in the course of performing assigned duties and responsibilities.