Executive Assistant, Executive Administration, South Bend, IN

Executive Assistant

Provides strategic executive support to the Chairman of the Board, CEO, or President of the Bank, handling complex and confidential administrative duties. Manages digital workflows, coordinates high-level communications, and ensures seamless scheduling and travel logistics. Acts as a strategic liaison and trusted advisor, exercising diplomacy and discretion in all facets of the role.

Essential Requirements :

• Organizes and streamlines (physical / digital) workflow through the Chairman of the Board, CEO, or President's office, manages incoming communications across platforms, ensures timely responses to inquiries, and provides information in the absence of the Chairman of the Board, 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 Chairman of the Board, 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 Chairman of the Board, CEO, or President's schedule is followed and respected.
• At the direction of the Chairman of the Board, CEO, or President, researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chairman of the Board, 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 Chairman of the Board, 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.

Non-Essential Functions :

Experience / Skills :

Education :

Bachelor's degree preferred.

Travel Requirements :

Ability to travel as needed for meetings, projects, seminars, etc.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. While performing the duties of this job, the employee is required to sit, stand and walk; use hands and fingers to operate keyboard and other office equipment; reach with hands and arms; and talk or hear. The employee is occasionally required to stoop or kneel. The employee may occasionally lift and / or move up to 10 pounds.

Equipment :

MS Office PC, fax, phone, and standard office equipment.