Executive Assistant and Office Administrator
Amerant

Job Info

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Executive Assistant and Office Administrator

The Executive Assistant and Office Administrator provides support to the Market President, C-Suite and other Executives as needed. Acts as a liaison with the CEO’s Senior Executive Assistant and the Facilities Manager. This position serves as the executive assistant and office administrator.

Responsibilities:

• Provide administrative support to the Market President and other Executives from all organizational functions.
• Greet, support and channel/resolve need of visitors, vendors, directors, regulators, attorneys, and examiners.
• Receive and review all correspondence and other matters that come to the Chairman’s office, channel to other units as appropriate and establish priorities for the Chairman & CEO’s attention.
• Serve as the “gatekeeper” for the Market President, acting as a conduit for smooth communication between his office and other internal and external stakeholders.
• Act on matters to facilitate and expedite tasks beneficial to the market team.
• Channel phone calls and other requests accordingly.
• Coordinate events within budgets and guidelines for breakfasts, luncheons, and afterhours events.
• Coordinate appointments, meetings, and activities for the Chairman & CEO and other Executives.
• Coordinate committee meetings to be held during the year.
• Interact with Board of Directors and Senior Officers
• Assist the CEO-Senior Executive Administrative Assistant in coordinating meetings, distributing material, arranging travel, generating reports, and other assignments as needed.
• Receive and distribute correspondence, prioritize conflicting needs, handle matters expeditiously, proactively and following through on projects until successful completion.
• Manage the day-to-day building operations, including but not limited to administration of kitchen, supply stocking, branded merchandise, booking conference rooms, shipping, inventory, organizing workspaces and facilities improvements.
• Work with building management as required to provide services in the areas of cooling/heating, lighting, cleaning, and maintenance services.
• Work with Physical Security to review and approve on a periodic basis the access level of staff throughout the building.
• Coordinate building wide file purges and similar efforts to declutter space.
• In the absence of the Command Center Support Team Leader for the Disaster Recovery program, responsible for maintaining the Command Center sites, organizing and setting up the Command Center at the time of disaster ad documenting calls, meetings, and activities.
• Complete and abide by training in order to comply with current rules, regulations and internal policies relating to risks pertaining to BSA, USA Patriot Act, OFAC and other AML related issues.

Minimum Work Experience:
Five years of experience as an Executive Assistant.
Three years of experience as office manager.

Education and or Certification Requirements:
Associate's Degree in any business discipline

Technical and Other Essential Knowledge:
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks and be adaptable to competing demands. • Excellent attention to detail. • Strong interpersonal skills and the ability to build relationships with Board members, and external partners • Demonstrated proactive approach to problem solving with strong decision-making capability. • Forward looking thinker who actively seeks opportunities and proposes solutions. • Highly resourceful, with the ability to work independently effectively. • Proven ability to handle confidential information with discretion. • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. • Proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint

Functional Skills and Requirements:
Must be a team player able to work under pressure, conduct business in a professional manner, and solve problems and conflicts. Must be able to prioritize work and effectively manage time. Must possess effective business communications skills verbally and in writing. Must be passionate about serving customers

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