Executive Assistant - Community Bank of Santa Maria

Company Profile:

Founded on March 1, 2001, the Community Bank of Santa Maria has 2 branch offices in Santa Maria and is a full-service retail bank, offering traditional banking products to members of our community.  We take pride in our staff and provide a working environment that promotes professional and personal growth, while allowing our leadership team to engage in hand-on management of his/her departments and not just policy implementation specialists.  As such, this approach has resulted in decades long longevity within the bank of our employees.

Job Summary:

Reporting to the President/CEO, the Executive Assistant, who will be an Officer of the CBSM, will provide comprehensive administrative support to 1 or more senior executives and will assist with the needs of the Board of Directors and Board Committees.  The ideal candidate will prepare special reports, manage executive-level interactions, both internally and externally and handle sensitive information with the utmost discretion, tact and confidentiality, in addition to communicating frequently with executive, administrative and management teams in gathering and sharing critical information.  

Duties/Responsibilities:

Manage the President/CEO and other executive calendars; coordinate and schedule appointments, as needed;

Provide exceptional customer service by greeting customers in-person and over the phone; direct to appropriate person when necessary;

Screen incoming phone calls and review correspondence and responding independently where applicable;

Plan and coordinate programs, events, meetings, conferences, arrange venues, catering, sending invitations/information, coordinate speakers, manage event budgets, in accordance with senior management approval;

Prepare agendas, notices and resolutions for Board of Directors’ meetings;

Draft and prepare confidential communications, reports and other complex documents;

Prepare, organize and distribute Board of Director and Board Committee packets; send meeting reminders, record and manage meeting minutes;

Act as the primary point of contact for all shareholder-related inquiries, including information requests, transfer processes and maintaining accurate shareholder records; 

Oversee and manage policies, procedures and internal forms and documents, including updates, distribution and ensuring compliance;

Maintain and update databases and spreadsheet files, as requested by senior management;

Coordinate travel arrangements, including flight bookings, hotel accommodations and transportation;

Represent CBSM with professionalism and integrity when attending external events and functions;

Complete other duties and special projects as assigned.

Qualifications:

At least 5 years of proven experience in a similar position supporting senior executives;

Bachelor’s Degree in a business-related discipline, a plus;

Experience in the banking or financial services industry, a plus;

Notary license, or ability to study for and pass the Notary exam, paid by CBSM;

Relevant experience working with Board of Directors and executive committees;

Proficiency in the MS Office Word, Excel, PowerPoint, Outlook, Adobe and other office-related software;

Ability to maintain confidentiality and handle sensitive matters with discretion

Exceptional oral and written communication and interpersonal skills;

Exemplary time management, organizational, problem-solving, attention to detail, multi-tasking, decision-making, critical thinking and customer service skills;

Ability to work effectively alone and within a high-pressure team environment. 

Compensation:

$75,000 - $90,000 DOE, for this full-time, salaried, non-exempt position.

Benefits:

10 - 15 days of paid vacation annually on an accrued basis, depending upon experience level/job title;

6 days of paid sick time annually, allotted on January 1 of each year, with a carryover not to exceed 90 days;

Medical, dental, vision, life, disability insurance paid 100% for the employee; dependent coverage at employee’s cost available through employee’s payroll deductions;

Simple IRA Plan, with up to 3% annual company match, not to exceed employee’s contributions;

11 paid public holidays annually;

Restricted stock grant of 150 / 300 / 600 shares awarded within 90 days of employment, depending upon experience level/job title.

Working Hours:

8:15AM – 5:15PM Monday – Friday 

Location:

Santa Maria, CA – onsite position