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Administrative Assistant

Location: Novato
Posted on: June 12, 2022

Job Description:

Bank of Marin, voted by our employees as one of the "Best Places to Work" in the North Bay Business Journal fourteen years in a row, is seeking an Administrative Assistant to join our Executive team in Novato. The Administrative Assistant performs a variety of administrative and clerical tasks in support of the
Executive Officers, the Board of Directors and other Senior Officers of the bank. The Administrative
Assistant plays an important role in the ongoing organization and administration of the company and
all duties must be performed in accordance with established policies and procedures. Essential Functions: Provide administrative support to Executives as needed
Provide general office support with a variety of clerical activities and related tasks
Ensure operation of office equipment such as the printers; call for repairs
Manage calendars; plan and schedule meetings, calls and other appointments; resolve scheduling conflicts
Assist with registration and accommodations for conferences and various events; make travel arrangements
Coordinate conference room schedules and advise appropriate individuals
Maintain executive office supplies inventory by tracking inventory level; anticipate and order needed supplies; verify receipt of supplies
Ensure the Executive area and the Boardroom are in proper order, including: cleanliness, neatness, restocking and maintaining supplies
Welcome guests and visiting business associates by greeting and escorting them to their destinations Additional Responsibilities to Assist Corporate Secretary's Office: Assist with scheduling of meetings with directors; coordinate meeting location, food and beverage and technical support, if needed
Catering requests and set up for monthly Board and Committee meetings
Coordinate facilitator(s), meals, meeting location for annual Board Retreat
Coordinate meals, meeting location, technical requirements, etc. for quarterly management strategy meetings
Board education opportunities and tracking
Scheduling annual board interviews and compilation of annual board and committee evaluation results
Assist with tracking of board meeting attendance
Review Board reimbursement requests and prepare expense reports
Distribute communications on behalf of Management to the Board IR website maintenance and upkeep
Read, research and route correspondence (mail, email, faxes, etc.); draft letters and documents; initiate communications
Complete business expense reports and reimbursement requests for executives
Create and maintain lists, files and databases to enhance efficiency and productivity
Organize and maintain information that may be sensitive, confidential or technical in nature;
maintain highest level of confidentiality in all company information (Executive, Board, Customer, Shareholder).
Communicate with persons outside of the organization and represent the firm in a professional manner to the public and external sources Additional Requirements: Must be able to perform each essential duty satisfactorily
Must have strong verbal and written skills
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) as well as Outlook
Excellent organization, time management and presentation skills
Supply management and equipment maintenance
Strong research and reporting skills
Experience in travel logistics
Highly organized; accuracy and attention to detail
Handle demanding work environment; ability to prioritize and handle multiple tasks Professional / Educational Experience: 2-4 years related experience. Associate's degree (A.A.) or equivalent from two-year college or technical school; or equivalent combination of education and experience and/or training The Bank of Marin is a growing public company with career advancement opportunities. We offer competitive compensation and comprehensive benefit programs including medical, dental, vision, 401K, profit sharing and employee stock ownership plans, tuition reimbursement, and an employee volunteer program. EOE AA M/F/Vet/Disability

Keywords: BANK OF MARIN, Novato , Administrative Assistant, Administration, Clerical , Novato, California

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