Firstrust Bank

Executive Assistant

US-PA-Conshohocken
Job ID
2017-1745
# Positions
1
Category
Administrative/Clerical - Executive Administration
Pay Status
Salaried / Exempt

Objective

This position reports to the President of Verde Capital Corp. (“Verde Capital”) and is responsible for performing all secretarial/administrative support function requirements of the President of Verde Capital and other selected team members.

 

Responsibilities/Duties

  • Provides secretarial and administrative support for the President of VC and selected other Team Members. 
  • Possesses knowledge of Verde Capital Corp. 
  • Provides phone and receptionist coverage for Verde Capital. 
  • Maintains daily calendar for President of Verde Capital.
  • Sets up appointments.
  • Makes lunch/dinner arrangements, as needed. 
  • Schedules travel arrangements and client events, as necessary.  
  • Sorts, screens and distributes incoming and outgoing mail. 
  • Schedules and prepares agendas for the Verde Capital Weekly Staff Meetings and Quarterly Advisory Board Meetings. May attend meetings and prepare minutes and action items for follow-up. 
  • At the direction of the President of Verde Capital,

    • Plans and implements various types of events;
    • Interfaces with an outside web design firm;
    • Works on various Marketing initiatives;
    • Implements company information system. 
  • Supports the President of Verde Capital and other Team Members in scheduling meetings and preparing agendas, minutes and action items for follow-up. 
  • Schedules and places outgoing calls for the President of Verde Capital. 
  • Transcribes written communication from dictation tapes/direct dictation and other handwritten notes. May create original communication with general supervision. 
  • Monitors inventories of office and other supplies and submits orders for Verde Capital Corp. 
  • Maintains accurate, organized, and updated files for the President of Verde Capital.  
  • Monitors and submits invoices and expenses to be paid by the Accounting Department. 
  • Assists in the input of key periodic data into Verde Capital proprietary database.  
  • Establishes and maintains "tickler" systems for various types of meeting/monitoring follow-up. 
  • Acts as liaison between President of Verde Capital and Operating Partners. Serves as an ambassador to Firstrust in all actions of President of Verde Capital. 
  • Prepares check requisitions for processing invoices, as required. 
  • Maintains minutes of meetings as assigned.  
  • Distributes minutes and Agenda and Board packages for each meeting, as necessary.  
  • Maintains all meeting files for President and has them ready in advance for each meeting scheduled, and in advance for out of office meetings that are scheduled. 
  • Performs other duties as directed by the President.

Essential Functions

While performing the essential functions of this position, the incumbent is subject to sedentary work for extended periods of time. Some amount of mobility in order to access files and attend meetings is necessary.   The incumbent must be able to operate a computer terminal and office equipment and communicate and exchange information to internal and external customers.  

Knowledge - Skills & Abilities

 

  • Demonstrated ability to understand business, learn new things, anticipate and handle problems
  • Intermediate desktop and computing skills in MS Office (PowerPoint, Word, Excel, Outlook)
  • Experience with web design a plus.
  • Notary Public Commission a plus.
  • Paralegal experience a plus.
  • Strong work ethic, attention to detail, follow-up and teamwork
  • Excellent organizational, written and oral communication skills
  • Ability to be flexible and work under pressure
  • Ability to work long hours periodically - occasionally on short notice - as business requirements dictate.

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