Job Description Summary This position will be located in San Jose.
Serve as Administrative Assistant to Senior Management and assume administrative and operational tasks to enable the Manager to focus on and efficiently execute his/her respective duties and responsibilities. Responsible for coordination and traffic control for the Manager among his/her respective areas of oversight, reporting responsibilities, and direct reports. Handle details of a highly confidential and critical nature and function efficiently and effectively in a fast-paced, professional environment. Independently manage multiple tasks and projects with competing priorities and deadlines, prioritize communications and opportunities, and organize and maintain administrative processes.
PRIMARY FUNCTIONS :
Administrative Support: Provide primary administrative support to the assigned Manager, and may provide administrative support for additional Managers, including scheduling meetings, managing calendars, maintaining contacts, and composing, proofreading, and editing correspondence and reports as requested.
Phone Support: Answer phones for the assigned Managers. Direct calls to team members as instructed; take messages, assist the caller, or transfer to voice mail as situation dictates. Serve as point-person for department overflow calls.
Organizational Assistance: Provide assistance by organizing filing and de-cluttering surfaces in the Manager’s office; monitoring schedules and providing reminders of and assistance getting to meetings on-time; printing meeting materials in advance; and providing reminders of upcoming deadlines and significant milestones requiring attention.
Meetings: Coordinate department meetings, including setup and wrap-up, as necessary. Also exhibit sensitivity to requests from department staff for time on executives’ calendars and accommodate requests as efficiently as possible.
Invoices: Process department invoices for payment, including tracking (if required), supplying appropriate GL coding, obtaining appropriate signatures, retaining file copies, and providing to AP in a timely manner.
Signature Authorizations (AP): Complete and update signature authorization forms for all department managers and provide properly executed copies to AP, maintaining a copy in a central file for reference.
Clerical Support: Provide clerical support to the Senior Manager and other department managers in the form of photocopying, processing incoming and outgoing mail and overnight deliveries; and assisting with maintaining directory and contact list information (e.g., Intranet and internal department phone lists).
Travel/Expense Reimbursements: Coordinate travel arrangements for Manager(s) and other department managers as needed. Process expense reimbursements.
Office Supplies: Monitor and maintain department supplies.
Filing: Set up and maintain files as required.
Reporting: Provide reminders, assist with, and coordinate compilation, preparation, signing, and filing of various compliance reports.
The following tasks are dependent upon the assigned Manager(s):
May coordinate process and provide information for monthly board reports, ensuring accuracy, completeness, and timeliness.
May Coordinate contracts and agreements for the Department including maintaining appropriate hard copy and electronic copies of executed contracts.
Strategic Planning: Under the direction of the Senior Manager, may assist with the development and maintenance of the annual strategic planning schedule and process, including but not limited to disseminating information and templates, scheduling review meetings and planning sessions, editing and compiling strategic plan documents, and production and distribution of the final strategic plan.
May assist with the development, maintenance, and dissemination of the production timelines for audits and required reporting. Provide reminders for significant milestones and meetings. Assist with maintaining corporate records.
Team Administration: Support the Manager(s) with coordination of direct reports’ annual goals, performance reviews, and process time off requests for direct reports via Workday.
Understand and maintain knowledge of HomeStreet’s operations and organization and utilize this knowledge to foster efficient business practices both internally and externally.
Champion the tenet of a professional, cooperative, positive and cordial atmosphere.
Coordinate meetings, including setup and wrap-up, as necessary. Occasionally will be required to coordinate conferences or events.
Perform other duties as requested and assigned.
Minimum 5 years’ previous experience providing direct administrative support at the executive level of an organization required. Experience in banking, mortgage lending, and/or the financial services industry preferred.
Bachelor’s Degree preferred with demonstrated accomplishment in relevant course work or comparable experience.
Ability to gather, analyze, and present information.
Demonstrated professional business communication and people skills plus the ability to work successfully with all levels of employees, customers and the public, with an energetic engagement, warmth and professionalism.
Ability to exercise prudent leadership and management skills in order to be proactive in anticipating and planning communications, scheduling and organizational needs.
Excellent grammatical, oral and writing skills, with the ability to express self clearly and effectively in writing as well as on the telephone, through email and in person.
Strong organizational skills and the ability to make decisions, work independently, and handle multiple priorities. Must maintain a fast paced, active work style. Proficiency with managing electronic and paper filing systems.
Proficient with keyboarding (70 wpm), alpha and numeric, proficient in Word and Excel, willing to learn new technologies as they become available. Excellent administrative skills, including spelling, grammar and proofreading.
The desire to continue to learn, be flexible and adapt to change.
Dependable and a believer in the accountability of one’s own performance. A self-starter, able to maintain progress on long term tasks without direct supervision.
Unquestionable integrity and ethics and the ability to maintain confidentiality in handling sensitive and confidential information.
Ability to work as part of a team of administrative assistants and members of management to support the needs of the company.
A commitment to HomeStreet’s values and motivation to understand and represent HomeStreet in business relationships and in the community.
The desire and ability to understand HomeStreet’s business and marketing strategies and to keep up with changes in the industry and technology.
Ability to accept and facilitate change, whether indicated by corporate needs, market, or regulatory requirements.
Commitment to providing excellent customer service.
This Position Description may not be limited to the Functions and Requirements as outlined, now or in the future. For example, changes in corporate needs, position demands, or individual performance may result in changes to the Functions or Requirements of this position.
Area Administrative and Business Operations (Corporate)