Executive Assistant
The Executive Assistant provides executive support to the President/CEO/Board Chair, Board of Directors and sometimes senior leadership. Serves as the primary point of contact for internal teams and external partners pertaining to the Office of the President/CEO/Board Chair. Also, serves as a liaison to the Board of Directors and Senior Leadership, organizes and coordinates executive outreach and external relations efforts.
Major Duties and Responsibilities
| Weight | Descripton | Essential |
| 20% | Manage President/CEO/Board Chair's email communications and Outlook to prioritize, organize and manage messages, responses, ticklers, etc. Support communication by ensuring timely responses. Organize and respond to physical mail. | X |
| 20% | Manage Presidents/CEO/Board Chair's calendar. Respond to calendar requests, coordinate asks and responses, ensure all details are coordinated, communicated and attended. Block and manage time for responding to correspondence, preparing for meetings, and follow ups and task completion. Create protected time blocks for research, intake and strategy development. | X |
| 15% | General Administrative duties: Take care of expense reports, credit card statement's and receipts. Handle all reservations/registrations for staff and officials as well as making travel arrangements and scheduling executive appointments. Support effective time management for CEO/President/Board Chair for handling detail execution. Everything from running errands, planning details and other duties and projects assigned. | X |
| 15% | Bank and Holding Company Board Support: Organize and manage all documents and correspondence related to Hazen Bancorporation, and Northstar Holding Co.. Assemble and distribute correspondence for Management and the Boards including the monthly Board Package. Manage communication & meeting minutes with the Bank Board, Insurance Board and HBC Boards. Help plan and execute bank board education and presentations. Support all board and holding company work as directed by CEO/President/Board Chair. | X |
| 15% | Organize, manage and keep CEO/President/Board Chair on track of work fl ows for one-timeprojects, in addition to ongoing projects such as, Senior Leadership, Effi ciency Finders, LoanGrowth, Strategic Planning, Succession Planning, ideations, Relationship Strategies, Prospecting, Marketing, Community Engagement, Leadership Growth & Development, Culture Development, Wellness Committee, Performance Reviews, contract reviews, taskforces, follow-up from Exams, branch strategy projects. Help prioritize and respond to grassroots advocacy in a timely manner. | X |
| 10% | Manage CEO/President/Board Chair's work and priorities on the other boards, to include, BND Advisory Board, GSBC Board of Trustees, ABA Board of Directors, ABA Government Relations Committee, ABA Communications Council, ABA Bankers Resource Group for Women in Banking, Unison Board of Directors. | X |
| 5% | Senior Leadership Support: Create, maintain, and distribute the Staff Meeting agenda system. Handle editing and maintaining meeting minutes for all internal meetings. Help ensure SeniorLeadership stays on task with organizational goals and objectives. Help support the leadership team as needed. | X |
| - | Manage physical filing system between office and conference room. Keep track of all legal correspondence. File and retrieve executive management documents, records & reports. Ensure everything is documented in a supported filing system. | X |
| - | Hold CEO/President/Chair accountable to Let Go, and Let Them, and Scrape My Plate. | X |
| - | Must comply with all company policies and procedures, applicable laws and regulations, including but not limited to, the Bank Secrecy Act, the Patriot Act, and the Office of Foreign Assets Control. | X |
Knowledge and Skills
EXPERIENCE
• Minimum five years of administrative and/or banking experience preferred • Strong working knowledge of full Microsoft suite: Word, Excel, PowerPoint, Outlook, Teams, Zoom. • Strong communication and organizational skills •Must be able to demonstrate flexibility and agility in approach to work and manage changing priorities and deadlines• Ability to ensure proper management of confidential information • Ability to communicate with team members at all levels within the organizations • Excellent organizational skills with the ability to prioritize a multitude of tasks byvolume, urgency, etc. • Profi cient in administrative tasks, filing, and general office skills; detail-oriented • Ability tocross-functionally coordinate/collaborate various team projects & initiatives. • Ability to demonstrate creative design abilities used in the creation of a wide variety of content preferred
EDUCATION/CERTIFICATIONS/LICENSES
High School diploma or GED Equivalent; Associate's Degree in Administrative Services/Business preferred
INTERPERSONAL SKILLS
• Communication: Effectively shares information and ideas with individuals and groups; displays self-awareness and self-management, tailors the delivery to the audience, and selects suitable delivery method(s). • Collaboration: Actively seeks, develops, and maintains trusted relationships with others to achieve business goals and objectives. • Planning and Organizing: Ability to determine a course of action, set and manage priorities, and ensure optimalresources to achieve individual and/or team objectives; Adapts to unexpected changes in circumstance to ensuretargets/deadlines are met; Consistently meets goals, milestones, and deliverables within the expected timeframe • Technical Knowledge: Possesses the required technical knowledge to perform the role eff ectively; continuouslearning to adopt new trends or expertise
ADA Requirements
PHYSICAL REQUIREMENTS
Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 5 lbs. Must be capable of climbing/descending stairs in emergency situation. Must be able to operate routine office equipment including telephone, copier, facsimile, and calculator. Must be able to routinely perform work on computer for an average of 6-8 hours per day. Must be able to work extended hours whenever required or requested by management. Must be capable of regular, reliable and timely attendance.
WORKING CONDITIONS
Must be able to routinely perform work indoors in climate-controlled shared work area with moderate noise.
MENTAL AND/OR EMOTIONAL REQUIREMENTS
Must be able to perform job functions with supervision and work effectively either on own or as part of a team. Must be able to read and carry out various instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be able to perform basic mathematical calculations with extreme accuracy. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines/requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on confidential matters.
Questions? Call, 701.748.2233
Application available at:
Union State Bank Union State Bank
209 Central Ave N or 512 W Main St.
Hazen, ND 58545 Beulah, ND 58523
- Email info@USBHazen.com
- Call 1.877.684.2233
- Stop by your local branch