Job description

*We’re Hiring!
*

*Atlanta, GA – Executive Assistant/Administrator
*

Building relationships since 1921, Citizens Trust Bank is an institution built on a rich history of financial empowerment. Our Bank continues to champion its commitment to providing viable business and consumer money management solutions and personalized service to meet the growing needs of its customers. Our mission is to empower generations for financial success.

We are driven to excel and led by our mission of empowerment to prepare generations to secure a financial future. We inspire and execute our institution’s values of INTEGRITY, COLLABORATION, INNOVATION, SERVICE EXCELLENCE, RESPECT, ACCOUNTABILITY and LEADERSHIP to be the keys to our ongoing success.

Joining our team, you can expect opportunities to enhance personal skills as well as professional growth. As community partners, associates and stakeholders of the bank’s legacy - We Are Citizens Trust Bank and supplying joints of each other’s achievements. We invite you to be a part of our awesome team.

Review the qualifications and requirements below.

POSITION SUMMARY:
Responsibilities include but are not limited to the following:

Executive Assistant

• Provides top-notch executive support to the President/CEO. Some of the functions includes but not limited to: greeting visitors, answering, screening, and handling telephone calls, scheduling and managing appointments/activities, calendar and errands management, making travel arrangements, training registration and processing of mail
• Serves as the primary point of contact for internal and external matters pertaining to the President/CEO.
• Ensures that the President/CEO is kept updated on relevant issues and concerns
• Exercises good judgment, authority level, discretion and makes sound decisions when performing responsibilities, managing the executive office, determining what meetings and appointments are scheduled and ensuring that the executive office leads in service excellence
• Maintains and handles all confidential, complex, and sensitive matters and information discretely
• Prepares effective correspondence, documents, reports, presentations, meeting and travel arrangement packages, and other communications; reviews, proofreads and edits correspondence
• Compiles and distributes board packages, administers Drop Box system for board information, attends meetings and accurately records minutes, prepares minutes for approval, maintains board calendar, and provides support to board members
• Schedules, plans and coordinates leadership, board, committee, shareholder, and other meetings, executive outreach and other events and activities; sets-up presentations and conference call lines
• Works independently on projects from conception to completion; conducts analyses, assessments, and research
• Tracks, monitors, and prepares management projects and assignment status reports
• Serves as the corporate secretary and the registered agent of record
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through to successful results
• Maintains board approved polices, legal documents, and other information
• Handles, track, monitors, and communicates all appropriate recognition and acknowledgements from the executive office
• Manages, monitors, and approves leadership team time off requests to ensure accuracy and meeting established deadlines
• Handles catering arrangements and set-up for meetings
• Resolves, logs, tracks and responds timely to customers’ requests, concerns, complaints, and inquires
• Exercise good judgement in a variety of situations with appropriate written and verbal communication
• Provides administrative support to the Chairman of the Board of Directors
• Serves as a liaison to the board of directors and the senior management team; represents the executive office at meetings
• Assists with shareholder and external relations
• Maintains board financial statement and biography information
• Obtains and maintains working knowledge and understanding all of the bank systems relevant to the position
• Reviews, approves, and submits invoices and expense reports for processing
• Maintains an effective electronic filing system and contact data base

Administrator

• Reviews and approves supply and other requisitions; manages bank supply program and system
• Manages the maintenance request to ensure concerns are resolved timely; ensures that the corporate office, board and conference rooms, financial centers, and other locations are well maintained
• Manages, monitors and approves requests for utilization of the corporate office board and conference rooms
• Accepts and distributes garnishments and ensures that the information is provided to the appropriate department; follows-through to help ensure timely responsiveness
• Administers the bank’s mail process and courier services; develops and communicates mail delivery/pickup procedures and process
• Prepares, tracks, monitors, and manages approved budgets for the Bank’s office supplies, facility management, and other department related expenses; provides expense updates to management; demonstrates understanding of budgetary constraints and functions with those limits
• Develops and communicates department and other effective and efficient procedures, policies, processes and expectations
• Assists with reviewing and evaluating processes and procedures for identification of increased efficiency
• Administers vendor management data system
• Tracks and ensures timely company vehicle maintenance

Facility Management

• Develops, maintains, and manages positive vendor relationships and represents as the primary vendor liaison for equipment/building service and other repairs, maintenance, cleaning, landscaping, pest control, etc.
• Coordinates the disposal of surplus materials and shredding services
• Negotiates bids and contracts; obtains, reviews and evaluates vendor contracts in compliance with the Bank’s Vendor Management Program; makes recommendations for approval of contracts; conducts vendor assessments
• Tracks, monitors, and manages work flow and ensures work order processes and services are completed timely and meets bank standards; prepares and communicates status reports on completion of services and requests
• Manages vendor contracts and maintains required and updated vendor related documentation
• Administers the parking program for the corporate office customers and visitors
• Oversees all building related functions, projects, and activities; conducts bank location visits, reviews and assessments

Other Responsibilities

• Delivers excellent quality customer service consistently and adheres to department response turn around standards
• Leads initiatives, adds value, supports the Bank’s vision, mission, core values, business principles, goals, and objectives
• Adheres to all policies, procedures, expectations, laws, regulations and training requirements
• Exceeds all established position goals, objectives and expectations

• Maintains professional and technical knowledge, keep abreast of industry trends and developments related to position

• Attends, assists and participates on bank committees and in community related events, projects and other activities
• Demonstrates consistent professional appearance, behavior, image, high level of integrity, ethics and consistently represents the CTB Brand
• Performs other duties and responsibilities as assigned

*QUALIFICATIONS:
*

• Minimum five years of proven executive assistant/administrator experience
• Bachelor’s degree in business administration, management, communication, finance or related field
• Highly resourceful team player with excellent presentation, interpersonal, relationship building, leadership and organizational skills are essential
• Technology-savvy and proficient in using advanced Microsoft Office (Excel, Word, PowerPoint, etc.) and Google Suite, with the ability to implement innovative solutions
• Expert level written and verbal communication skills with the ability to communicate clearly, concisely, tactfully and effectively work across all levels of the organization
• Outgoing and trustworthy with the ability to effectively handle and maintain confidential matters and information
• Demonstrated ability to use great judgment, discretion, and reasoning, as well as, make sound business decisions, comprehend, and follows directions and instructions
• Strong analytical, technical, problem resolution, project management, strategic and critical thinking, research and negotiation skills
• Ability to work in a fast paced, high performance and changing environment, and must be able to adaptable to change
• Excellent quality customer service and telephone skills with a genuine interest in serving customers and the ability to collaborate and build good cross-functional business relationships
• Ability to identify and address the needs of the leadership team
• Must be able to demonstrate and maintain a positive composure and consistently demonstrate professional appearance, demeanor, image, and consistently represents the CTB Brand
• Ability to produce accurate and organized work with minimum supervision
• Must be a self-starter who is self-motivated and directed with the ability to handle multiple tasks; goal oriented with the ability to produce quality results, meet all established goals, objectives, deadlines, and expectations; ability to comply with all bank policies, procedures, regulations, and laws
• Ambitious with a strong work ethic and high integrity, positive behavior, ability to work both independently and as a part of a team in a collaborative environment; detailed-oriented with excellent time management and planning skills
• Exceptional creativity with the ability to prioritize work and meet deadlines
• Must be mature, flexible and energetic with a competitive and winning spirit
• Ability to facilitate effective meetings
• Ability to work through situations and find win-win solutions
• Assertive and demonstrates initiative
• Ability to travel to any financial center as needed

Citizens Trust Bank is committed to investing in our employees, cultivating a rewarding professional team and results-oriented work environment that is based on respect, accountability, and high quality performance. We *_offer competitive compensation and a comprehensive employee benefits package for our full-time employees. Our benefits package includes the following:
_*

· Medical, Dental, Vision and Prescription
· 401(k) Retirement Plan
· Life Insurance
· Accidental Death & Dismemberment
· Short&/Long Term Disability
· Flexible Spending Plan
· Paid Time Off, Vacation and Holiday Pay
· Tuition Reimbursement
· Free Banking Services

· Employer Assisted Housing Program
· Wholesale Membership Program
· Wellness Program
· Employee Assistant Referral Services (EAP)
· Legal Shield Program
· Group Cancer & Accident Insurance Programs
· Worker’s Compensation Programs
· Awards and Recognition Programs
· Training & Development Programs and much more!

EEO/AA

Job Type: Full-time

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