Position Summary: Performs high-level executive support for the bank’s Chairman & CEO. Assumes responsibility for complex and confidential tasks, reports and projects to include attendance and recording of minutes at Bank and Holding Company board meetings. Handles various banking needs with a sense of urgency for high-level client relationships. The Executive Assistant must enjoy working within the bank’s well-defined organizational culture and in a fast-paced, results-driven environment.

Essential Duties and Responsibilities:

 Completes a broad variety of administrative tasks for the Chairman & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential.

• Receives incoming calls and emails on behalf of the executive and responds independently when possible.
• Plans, coordinates and ensures the Chairman & CEO’s schedule is maintained.
• Arranges complex and detailed travel plans and itineraries for the executive as well as for all other associates (some board members and some clients).
• Communicates directly, and on behalf of the Chairman & CEO, with Board members, high-level clients, staff, and others.
• Researches client concerns addressed to the Chairman & CEO, including those of a sensitive or confidential nature.
• Works closely and effectively with the Chairman and CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Regularly attends Bank and Holding Company Board meetings and prepares agendas, minutes, corporate resolutions and other pertinent reports relative to those meetings.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronics/paper format.
• Helps organize the executive office and assists in prioritizing calls/projects.
• Documents, on behalf of the Chairman & CEO, client interactions and information in the Bank’s Client Contact System (Salesforce).
• Arranges meetings, events or conferences by arranging location, catering, and provides information for invitations (to include set up/break down of the meeting room, delivery of meeting packages and serving refreshments).

• Manages a variety of special projects for the Chairman & CEO, some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressure.

Required Education, Skills and Experience:

• At least five years’ experience providing executive level assistance to the president or chief executive officer of a financial institution or similarly situated company
• Financial services knowledge or banking experience highly preferred
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Expert level written and verbal communications skills 
• Experience preparing extensive agendas and minutes for corporate board meetings
• Proficiency in Microsoft Outlook, Word and Excel

ADA Job Description: The physical requirements and activities described herein 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 with disabilities to perform the essential functions.

Physical Requirements. This position primarily requires sedentary work; exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Walking and standing are required frequently to greet and escort clients/guests; set up/break down meeting rooms, serve refreshments, deliver meeting materials and to expedite CEO requests. 

Physical Activities. The following physical activities are frequently required: talking is required to express or exchange ideas by means of the spoken word and hearing, with or without correction, is required to perceive the nature of sounds at normal speaking levels. The use of fingers is frequently required to pick, pinch, type (e.g., keyboard) or otherwise work, primarily with the fingers rather than with the whole hand as in handling. There is frequent repetitive motion which requires substantial movements (motions) of the wrists, hands, and/or fingers. This position may occasionally require that a person climb, balance, stoop, kneel, crouch, crawl, reach, push, pull, lift, grasp and/or feel.

Visual Acuity Requirements. Close visual acuity and the ability to adjust focus, with or without correction, are required to perform activities such as, viewing a computer monitor or written materials and documents; reading; writing; preparing and analyzing data and figures; transcribing; close visual inspection. Some distance vision and color vision may be necessary. 

Environmental Conditions. A person is not substantially exposed to adverse environmental conditions and only exposed to moderate noise; they may occasionally work near moving mechanical parts or machinery such as a copier/printer.

FineMark National Bank & Trust complies with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act (ADAAA). During the interview process, you may be asked questions concerning your ability to perform job-related functions. As an equal employment opportunity (EEO) employer, FineMark National Bank & Trust adheres to a policy of making employment decisions without regard to race, color, religion, sex, national origin and status as an individual with a disability or protected veteran. We assure you that your opportunity for employment with FineMark depends solely upon your qualifications