1st Source Bank · 4 months ago
Executive Administration Assistant, Corporate Office, South Bend, IN
South Bend, Indiana, United States
Full-time
Onsite
Mid, Senior Level
3+ years exp1st Source Bank is seeking an Executive Administration Assistant to provide strategic support to the Chairman of the Board, CEO, or President. The role involves managing complex administrative duties, coordinating communications, and ensuring efficient scheduling and travel logistics.
BankingFinanceFinancial Services
Responsibilities
Organizes and streamlines (physical/digital) workflow through the COTB, CEO, or President's office, manages incoming communications across platforms, ensures timely responses to inquiries, and provides information in the absence of the COTB, CEO, or President
Maintains and optimizes the President’s calendar using modern scheduling tools, coordinates appointments, meetings, and travel logistics, and prepares detailed itineraries and expense reports
Collaborates closely with the COTB, CEO, or President to keep them well-informed of upcoming commitments and responsibilities, anticipate needs, manage priorities, ensure alignment with strategic goals, and follow up appropriately
Plans, coordinates, and ensures the COTB, CEO, or President’s schedule is followed and respected
At the direction of the COTB, CEO, or President, researches, prioritizes, and follows up on incoming issues and concerns addressed to the COTB, CEO, or President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
Arranges complex, detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings; and coordinates virtual and in-person meetings, including technology setup and document preparation
Manages multiple priorities with agility, ensuring timely completion of projects under tight deadlines
Drafts and edits high-level correspondence, presentations, routine reports, and documents that are complex and/or confidential in nature with professionalism and accuracy
Composes departmental correspondence, routine reports and documents which are complex and/or confidential in nature and takes transcription dictation
Maintains strict discretion and confidentiality in relationships on behalf of COTB, CEO, or President, and builds trusted relationships across the organization
Regular and predictable attendance is an essential requirement of the position
Responsible for the completion of all compliance training related to the position
Must understand all applicable laws and regulations that apply to the position and comply with the requirements
Qualification
Required
Organizes and streamlines (physical/digital) workflow through the COTB, CEO, or President's office, manages incoming communications across platforms, ensures timely responses to inquiries, and provides information in the absence of the COTB, CEO, or President
Maintains and optimizes the President's calendar using modern scheduling tools, coordinates appointments, meetings, and travel logistics, and prepares detailed itineraries and expense reports
Collaborates closely with the COTB, CEO, or President to keep them well-informed of upcoming commitments and responsibilities, anticipate needs, manage priorities, ensure alignment with strategic goals, and follow up appropriately
Plans, coordinates, and ensures the COTB, CEO, or President's schedule is followed and respected
At the direction of the COTB, CEO, or President, researches, prioritizes, and follows up on incoming issues and concerns addressed to the COTB, CEO, or President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
Arranges complex, detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings; and coordinates virtual and in-person meetings, including technology setup and document preparation
Manages multiple priorities with agility, ensuring timely completion of projects under tight deadlines
Drafts and edits high-level correspondence, presentations, routine reports, and documents that are complex and/or confidential in nature with professionalism and accuracy
Composes departmental correspondence, routine reports and documents which are complex and/or confidential in nature and takes transcription dictation
Maintains strict discretion and confidentiality in relationships on behalf of COTB, CEO, or President, and builds trusted relationships across the organization
Regular and predictable attendance is an essential requirement of the position
Responsible for the completion of all compliance training related to the position
Must understand all applicable laws and regulations that apply to the position and comply with the requirements
Three (3) to five (5) years of experience preferred or equivalent experience in a related field
Proven experience as an Executive Administrative Assistant, Senior Executive Assistant, or in another administrative position preferred
Experience with digital document management and workflow automation tools preferred
Full comprehension of office management systems and procedures
Ability to protect the confidentiality/privacy of others as appropriate, as well as of company documents and records
Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook; familiarity with collaboration tools such as Teams, Zoom, SharePoint, and Microsoft 360 Co-Pilot
Strong organizational and multitasking abilities, with a proactive and solution-oriented mindset
High-level verbal and written communication skills with the ability to draft executive-level documents
Demonstrated expertise in executive-level coordination, strategic support, and project management
Self-starter, good organization
Ability to handle multiple tasks in a fast-paced, dynamic environment
Ability to meet specific deadlines
High attention to detail and ability to manage confidential information with integrity
Bachelor's degree preferred
Ability to travel as needed for meetings, projects, seminars, etc
Preferred
Three (3) to five (5) years of experience preferred or equivalent experience in a related field
Proven experience as an Executive Administrative Assistant, Senior Executive Assistant, or in another administrative position preferred
Experience with digital document management and workflow automation tools preferred
Bachelor's degree preferred
Company
1st Source Bank
1st Source has offered clients a convenient and friendly way to bank for over 150 years.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Andrea Short
President
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