Trust Executive Assistant

Job Title:  Executive Assistant                     Department: Trust

Supervisor: Bekka Johnson – AVP/Trust Officer

Division: Trust Operations

Reporting Relationships: All Trust/EB Officers

Type of Position: Full time; Hours 8:00 AM - 5:00 PM M-F; Occasional evening/weekend work may be required – Some travel may be required

General Summary

This position requires a high level of confidentiality and attention to detail.  Must not share any information regarding clients with anyone in family, friends, spouse, public, etc.  Maintain excellent customer service by phone and in person.  Be a team player with all members of the Trust Department. Must be detailed oriented.  Accuracy, attendance and professionalism are of utmost importance.  Become proficient in the aspects of Trust Operations to work efficiently within the Department.

Essential Duties and Responsibilities:

1. Answer phones quickly using proper and professional phone etiquette. Greeting customers in person, making them feel welcome and directing them to the appropriate personnel.
2. Office duties such as scanning/archiving file documents, assisting with distributing tax forms to clients during tax season, making appointments for Trust Officers, creating/distributing correspondence with employees and clients.
3. Maintain Maui check system, federal, state and foreign withholding, processing direct deposit      distributions, printing and posting checks, changing or correcting descriptions, setting up name and address records, etc.  Open accounts, apply for EINs as needed, and close accounts by Officers’ instructions.
4. Pick up mail from the Post Office and sort appropriately for the Bank and Trust Department.  Open Trust Department mail, process and distribute to the appropriate Trust staff.  Process and distribute mail sent to the Accounts Payable email.
5. Prepare monthly Trust Committee Board reports, account reviews and monitoring and mailing Investment Directives.
6. Distribute quarterly Trust Topics to Trust clients and potential clients while keeping the mailing list up to date.
7. Yearly electronic land posting with North Dakota Fish & Game.
8. Willing to accept other duties as assigned.

Knowledge, Skills and Abilities Required:

1. Organization skills, multi-tasked oriented and possess attention to detail to curtail errors.  Must be able to work under pressure and meet deadlines with multiple interruptions.
2. Good oral and written communication skills, ability to learn quickly and to work as a team player and enjoy working with people.
3. Proficient with computer/ten key skills, Office 365 applications, Excel and Microsoft Word.
4. General knowledge of accounting or bookkeeping background helpful.
5. When visiting with clients and general public, listen for opportunities to sell and cross sell services provided by the Bank.
6. Maintain public profile by being involved in community and bank organizations and events.  
7. Obtain a general knowledge of the trust business and functions of the operations of the trust department.