What are the responsibilities and job description for the Executive Assistant position at Waterfall Bank?
FLSA Status: Non-exempt
Department: Office of CEO
Reports to: Chief Executive Officer
Company Overview
Do you believe exceptional service is the standard, not the exception?
At Waterfall Bank, white‑glove service and a seamless customer experience are at the heart of everything we do. We’re looking for professionals who care deeply about clients, thrive in a collaborative environment, and are energized by innovation and continuous improvement. If you’re future‑focused, detail‑driven, and motivated to help raise the bar every day, we’d love to meet you.
Position Summary
The Executive Assistant to the CEO provides high-level administrative and operational support to ensure the seamless execution of executive priorities. This role serves as a trusted partner, proactively managing the CEO’s schedule, communications, and key deliverables while maintaining the highest level of professionalism, discretion, and attention to detail. The Executive Assistant plays a critical role in optimizing executive efficiency, facilitating communication across the organization, and supporting a fast-paced, high-performance environment aligned with Waterfall Bank’s commitment to exceptional service and innovation.
Key Responsibilities
- Protect and optimize executive time by managing calendars, coordinating meetings, and ensuring leaders are fully prepared for all engagements.
- Streamline communication by triaging inboxes, drafting polished correspondence, and serving as a professional point of contact for internal and external stakeholders.
- Support preparation and organization by creating well‑formatted documents, assembling meeting materials, and capturing action items from leadership meetings.
- Operate with confidentiality and judgment by handling sensitive information discreetly and modeling professionalism in every interaction.
- Enhance operational efficiency by maintaining organized systems, tracking commitments, and proactively identifying and removing administrative bottlenecks.
- Coordinate meetings and small events, including logistics, materials, technology needs, and follow‑up actions.
- Assist with general administrative tasks, including expense reports, vendor coordination, and document management.
Minimum Qualifications
- 3 years of administrative or executive assistant experience supporting senior leaders.
- Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint).
- Experience preparing presentations, briefing materials, and executive‑level documents.
- Strong organizational skills with the ability to manage schedules and competing priorities.
- Demonstrated ability to handle confidential personnel and business matters with discretion.
- Professional presence, excellent communication skills, and a customer‑service mindset.
Preferred Qualifications
- Prior experience as an executive assistant reporting directly to the CEO.
- Prior experience in banking, financial services, legal, consulting, or professional services is strongly preferred.
Work Style Expectations
- High level of responsiveness and reliability
- Strong sense of ownership and accountability
- Commitment to continuous improvement and process optimization
Key Competencies
- Executive presence and professionalism
- Communication excellence
- Proactive problem solving
- Discretion and confidentiality
- Attention to detail
- Time management and prioritization
- Collaboration and relationship building
- Adaptability and resilience
- Technical proficiency
What we’re Looking for
- A proactive, highly organized professional who anticipates needs and takes initiative.
- A trusted partner who exercises sound judgment, discretion, and professionalism.
- A strong communicator who can craft polished, executive-level correspondence.
- A detail-oriented problem solver who thrives in a fast-paced environment.
- A collaborative, dependable team player with a strong sense of ownership.
- A flexible, service-minded individual committed to delivering a high-quality experience.
Physical and Work Environment Requirements
- This role may require flexibility in working hours, including occasional evenings, weekends, or off-hours support, to uphold our commitment to 24/7 client service availability.
- This position is primarily performed in an on-site office environment in Clearwater, FL.
- Prolonged periods of sitting at a desk and working on a computer are required.
- Frequent use of standard office equipment, including computers, phones, printers, and video conferencing tools.
- Ability to occasionally lift and carry materials up to 15 pounds (e.g., meeting materials, packages).
- May require local travel for meetings or events, as needed.
How to Apply
All qualified candidates are encouraged to apply via LinkedIn or by emailing a resume to Careers@WaterfallBank.com.