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Administrative Assistant

  • Location: San Francisco, 94111
  • Job Type:Permanent

Posted 3 months ago

Title: Administrative Assistant
Location: San Francisco, CA
Type: FTE

Job Description: 

The Administrative Assistant (AA) is responsible for directly supporting the day-to-day time management and administrative needs of the four VP/SVP Risk Officers in the ERM department and indirectly supporting the needs of the department. Routine duties include phone and email support, organization of meetings and events, assist in travel arrangements and expense reporting, coordination of calendar, meeting minute taking, and preparation of presentation/meeting materials.
 
The Officers attend or lead many internal and external meetings and it is important that the AA keep the Officers on time and prepared for meetings. The AA may be required to help prepare presentation materials for the internal meetings as well as for the Board of Directors and Bank regulators. Commitment to high quality work product, extreme attention to detail and strong writing and verbal communication skills are required. The AA is expected to provide backup support to the Executive Assistant to the Chief Risk Officer and to collaborate with other administrative and executive assistants to support the broader support needs of the ERM organization and the Bank as a whole.
 
The ideal candidate must be extremely flexible and enthusiastic about change and eager to learn about the Bank. Positive attitude and maintaining composure when under stress are key required attributes.

Responsibilities:

  • Proactively manage Officers’ calendars, i.e., prioritize meetings, provide ample time to review meeting materials, and advice of any cancellations or rescheduling.
  • Perform administrative duties such as answering phones, taking messages, mailings, photocopying, planning meetings, ordering office supplies.
  • Ensure workspace readiness for new team members with a lead role in onboarding new employees to the department. Coordinate ongoing premises and office supply needs of ERM team.
  • Coordinate technology/communication needs for large and small meetings with internal IT team.
  • Arrange travel to maximize efficiency of Officers’ schedules. Create and submit expense reports in a timely manner. Ensure all expenses captured.
  • Prepare or edit memos and presentations. Occasionally required to write materials based on outline input from Officers and other executives. Assist in preparing and submitting materials for Board meetings and various bank committees including Bank and Directors’ Risk Committees.
  • Perform duties & responsibilities specific to department functions & activities or as assigned by supervisor.
  • Participate in the development of department policies and/or procedures and assist with specific projects as assigned.
  • Responsibilities include the following:  1) adhering to and complying with the applicable, federal and state laws, regulations and guidance, including those related to Anti-money laundering (i.e. Bank Secrecy Act, US PATRIOT Act, etc.) 2) adhering to Bank policies and procedures, 3) completing required training, 4) identifying and reporting suspicious activity to the AML Officer, and 5) knowing and verifying the identity of any customer(s) that enters into a relationship with the Bank. 


Qualifications

  • Three or more years of experience in a professional office environment and/or administrative function
  • Highly proficient with Windows, Microsoft Office Suite (i.e., Word, Excel and PowerPoint). Must be extremely skilled in PowerPoint.
  • Ability to effectively and proactively prioritize daily/project
  • Ability to work effectively meeting stringent timelines/deadlines.
  • Strong attention to detail.
  • Excellent verbal and written communication skills; must be able to communicate effectively, professionally, and with tact with all levels of personnel whether in person, on the phone or via email.
  • Quick learner and ability to manage multiple
  • Excellent problem solving and critical thinking
  • Strong organizational and follow-up skills with exceptional interpersonal skills, friendly and professional demeanor and team player.
  • BA degree required.

Job Demands:

  • Vision must be sufficient to read data reports, manuals and computer screens.
  • Hearing must be sufficient to understand a conversation at a normal volume, including telephone calls and in person.
  • Speech must be coherent to clearly convey or exchange information, including the giving and receiving of assignments and/or directions.
  • Position involves sitting most of the time, but may involve walking or standing for brief periods of time.
  • Must be able to travel in a limited capacity.
     

Candidates will be responsible for following the client's COVID-19 protocols. Please refer to your MATRIX representative for specifics.

About Us

At MATRIX, we expertly match talented professionals with job opportunities to elevate careers. Since 1983, we have placed thousands of professionals at innovative clients across every industry ranging from small startups to Fortune 50 companies. It’s why we’re consistently in the top 25 of all U.S. IT staffing firms and why our consultants rate us well above the industry average, earning us ClearlyRated's Best of Staffing awards year after year. People come to us for a job, and stay with us because of our top-notch consultant care.

MATRIX is and Equal Employment Opportunity employer including disability and veteran and provides reasonable accommodations for all qualified individuals.  Supporting medical or religious documentation will be required where applicable. If you are a qualified individual you may request a reasonable accommodation under the American Disability Act (ADA). If you are a person with a disability needing assistance applying, or at any point in the hiring process, please email us at MATRIX_HR@MatrixRes.com. To ensure a quick response to your request, please use the words “Accommodation request” as the subject line of your email.