Executive Assistant at Northwest Bank of Rockford

Organization Overview:

Foresight Financial Group, Inc., an Illinois corporation founded in 1986, is a bank holding company established under the Federal Reserve with fifteen offices in the Northern Illinois counties of Winnebago, Stephenson and Kankakee. Holdings of the Foresight Financial Group, Inc. include German American State Bank located in German Valley, Pecatonica, Seward and Winnebago; State Bank of Davis located in Davis and Kankakee; State Bank located in Freeport; Lena State Bank located in Lena; Northwest Bank located in Rockford, Loves Park and Machesney Park; and State Bank of Herscher located in Herscher and Kankakee.

Position Summary:

The Executive Assistant is responsible for performing advanced administrative support for the FFG Executive Management Team, projecting a positive image by maintaining composure, tact and professionalism at all times. Includes a variety of administrative support that includes complex, confidential information and requires a high level of organization. Performs duties to support efficient office workflow and executive and Board activities. Coupled with an understanding of the business, uses intuition, judgement, discretion and problem solving to address a variety of circumstances and ascertain priority. Interacts regularly with Board of Directors and Executives, along with all other staff.

Primary Responsibilities:

• Demonstrating a high level of customer service, answer phone calls, screening as appropriate and connecting to others or taking messages, as needed.

• Accurately and with discretion open, sort and distribute incoming mail and correspondence.

• Provide administrative support such as writing correspondence, creating presentations, proofreading, copying, faxing, filing.

• Prepare and, at times, participate in, meetings including communications, documentation preparation, meeting coordination, arrangements, room preparation, and refreshments.

• Take accurate minutes at meetings as requested, documenting actions and decisions approved by Committee(s).

• Prepare and communicate Board, Committee and meeting packets.

• Conduct research and analyze information, providing presentation of information.

• Facilitate communication on behalf of the Executive Management Team with tact and professionalism.

• Make travel arrangements, conference/education reservations, and prepare expense reports according to FFG policies and standards for FFG Executive Management Team.

• Document procedures and practices and institute processes that support efficiency, consistency and accuracy.

• Provide FFG Corporate building maintenance and facility operations support, including but not limited to communicating with vendors and security processes.

• Manage FFG vehicle maintenance and administration.

• Monitor inventory of and order office supplies for FFG corporate office.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Competencies:

Project Management: Ability to work on multiple projects simultaneously, managing time and resources to ensure work is completed efficiently and within established timeframes.

Communicator: Superior written and oral communication skills. Intuitively assess and anticipate communication needs.

Planning: Can establish a systematic course of action for self in order to accomplish objectives in an organized manner; determines priorities and allocates resources effectively.

Personal Effectiveness/Credibility: Appropriately use technology, interpersonal communication, written presentation to accomplish tasks and collaborate with others. Provide work outcomes that are thorough, timely and accurate.

Performance Standards:

Complete all work accurately and timely.

Performance Weightings:

40% Competencies

60% Position Performance Standards and Personal Goals

Qualifications:

HS Diploma or equivalent required; Associates or Bachelor degree in business preferred. Minimum 3-5 years executive assistant or relevant experience required. Certification as executive secretary a plus. High PC and Microsoft Office proficiency. Must have a valid driver's license.