Executive Assistant - Firstrust Bank

Objective

The Executive Assistant to the Chief Credit Risk Officer plays a pivotal role in supporting the Risk Management team.  This position involves managing a range of administrative responsibilities, facilitating the scheduling of meetings, maintaining critical documents, and preparing both executive and board presentation materials precisely and carefully.

Firstrust Bank is an Affirmative Action Contractor and is an Equal Opportunity Employer.

Minority/Female/Disabled/Veteran

Responsibilities/Duties

• Attends Credit Policy Committee meetings. Prepare and distribute meeting materials, agendas, and minutes.  Maintain accurate records of committee discussions and actions, ensuring timely amendments and distribution.
• Reserve meeting rooms, including the Board Room, and send notices of schedule changes.
• Maintain a list of credits discussed during meeting for reference and follow-up.
• Update and maintain the Credit Policy Manual in collaboration with the Chief Risk Officer.
• Assist the Chief Credit Officer with staff meeting arrangements, suppl orders, mail distribution, and other administrative needs.
• Handle private or confidential tasks for the Chief Risk Officer with the utmost discretion.
• Transcribes written communication from dictation notes, handwritten notes (including reports as may be needed by the staff)
• Processes RMA dues for FTB and FTB’s members of RMA.
• Maintain reports such as the CPC List, Rate Approval List, Residential Approval List, ensuring accuracy and timely updates.
• Processes invoices, RMA dues and keeps a list of FTB RMA members.
• Distributes Board packages for APEX, FirstLease, Rancho Santa Fe and FFR.
• Establish and manage tickler systems to ensure adherence to deadlines.
• Schedule and coordinate travel arrangements for the Chief Risk Officer as needed.
• Monitor the review process to ensure accuracy and compliance with established standards.
• Performs other duties as directed by the Chief Risk Officer & Risk Management Team. Perform additional tasks as directed by the Chief Risk Officer to support organizational goals.
• Supports Appraisal Review Officer with the appraisal review workflow.
  • Duties include but are not limited to:      
    • Submit monthly invoices via Concur for Valutrac, Firstrust Bank’s appraisal tracking system.
    • Maintain the approved appraiser and environmental providers lists to ensure accuracy and readiness for the annual Board review and approval.
    • Oversee appraisal orders by coordinating with lenders, processors, project managers, appraisers, and the Appraisal Review Officer.
    • Monitor due dates, respond to information requested, and address issues as they arise.

• Assists in the development of new business for Firstrust. Is alert to expressed customer/prospect needs to suggest appropriate services. Directs customers to appropriate person to establish business relationships.
• Other duties as assigned such as coverage of the Front Lobby Desk or other C-Suite Executives

Essential Functions

While performing the essential functions of this position, the employee is regularly required to operate a computer terminal with repetitive motion. Physical requirements of this position are considered sedentary work involving preparing documentation, preparing, and analyzing data and figures, viewing a computer terminal, extensive reading, and resolving inquiries. Some amount of mobility to access files, attend meetings, both on and off site, and perform property inspections is necessary. The employee is expected to converse with internal and external customers and exchange information.

Knowledge - Skills & Abilities

• Five + years of proven work experience supporting Senior Executives
• Strong skills and experience with Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Strong ability to prioritize work / deliverables, attention to detail, follow-up and teamwork
• Excellent organizational, written and oral communication skills
• Ability to manage sensitive information with confidentiality, professionalism and adhering to procedures related to securing sensitive information
• Detail-oriented with a proactive approach to problem-solving.