Executive Assistant

First State Bank and Trust seeks motivated individuals to help our clients and community achieve more. It's a formula that has worked for over 100 years serving the St Croix Valley community. As guides, we work alongside our clients every step of the way, helping them achieve more because we believe achievement is more than a transaction; it's a journey.

And this is the same philosophy that extends to our team. By building a culture of care and commitment, we do more to help our employees achieve more. Focusing on development and career growth, we look to guide our employees on their career journey by providing resources to build and strengthen skills and actively give back and support our community through volunteer outreach and engagement.

We look forward to welcoming you to our team, so we achieve more, together.

Join the First State Bank and Trust team!

JOB SUMMARY

The Executive Assistant provides executive support in a one-on-one working relationship reporting directly to the President & CEO. The Executive Assistant is responsible for providing comprehensive support to the President & CEO and the Board of Directors, but also serves as a liaison to the senior management team; organizes and coordinates executive, board, and shareholder outreach; external relations efforts; and oversees special projects. 

The incumbent in this position must be creative and enjoy working within an environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

ESSENTIAL FUNCTIONS with PERFORMANCE STANDARDS and ANNUAL GOALS:

Executive Support

• Completes a broad variety of administrative tasks for the President & CEO, including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings or conferences for the President & CEO and Senior Management.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles. 
• Ensure the President & CEO’s bio is kept updated and responds to requests for materials regarding the President and the organization in general.
• Assist the President & CEO in maintaining staff engagement for employee anniversaries, birthdays, dependent graduations, etc.  
• Responsible for staff communications and meeting coordination, including monthly newsletters, quarterly Town Halls, and all staff events.
• Assist the President & CEO in administrative services for strategic planning management. Assist in preparing meeting presentations, communications, and handouts.
• Attend and serve as a recording secretary for the Senior Management meetings. Complete and assemble meeting materials, minutes, and agendas.
• Coordinate internal meetings, which include space prep, refreshments, and clean-up.

Board and Shareholder Support

• Serve as the President & CEO’s administrative liaison to the board of directors. 
• Provide support for the Chairman as necessary.
• Prep board and committee materials using BoardEffect (software).
• Coordinate board reporting and communicate meeting info with the Board.
• Manage board minutes and other documentation. 
• Manage board fee payments
• Coordinate board meetings, which include space prep, refreshments, and clean-up.
• Assist the CFO in completing quarterly dividend communications and ongoing shareholder communications. 
• Maintain shareholder records and coordinate annual shareholder meetings.
• Edit and complete final drafts for written communications to shareholders.
• Coordinate and manage annual board gifts.
• Maintain discretion and confidentiality in relationships with all board members.

Event Coordination & Planning

• Outline the scope of events, including time, date, location, and budget. This includes coordinating lunches, coffee, golf, happy hours, etc., for meetings with key clients.
• Support for various client/community support activities:
•                        In branch events
•                        Galas
•                        Sponsorships
•                        Cheers for Peers employee events
•                        Staff and client BBQs and other events
• Scout and inspect event venues.
• Work with vendors to get bids and determine best fits for the budget and goals of the event.
• Negotiate and manage vendor contracts.
• Coordinate event logistics and services, including invitations, technology, and equipment needed to run the event, food, drinks, transportation, lodging, and more.
• Manage the budget and ensure the event stays within guidelines; ensure vendors are paid.
• Provide support to the Marketing Department for larger events as necessary.

Miscellaneous Duties:

Complete various projects/assignments from time-to-time, when assigned, in a satisfactory manner.

Performance Standards / Competencies:

• Complete assignments in a timely manner and of high quality.
• Actively participate and contribute to any committee, project or work assigned.

• 2 or 4-year college degree, preferably in Business Administration, or a related field, or equivalent work experience.

MINIMUM JOB QUALIFICATIONS:

• Minimum of three to four years of experience supporting upper management and company boards.
• Strong organizational and project management skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.  
• Strong interpersonal skills and the ability to build relationships with shareholders, including staff, board members, and top clients.
• Excellent written and verbal communication skills enabling effective interaction with all levels of employees and clients.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of employee and client service and response.
• Demonstrated ability to meet deadlines in a fast-paced environment and ability to work under pressure.
• A forward-looking thinker who actively seeks opportunities and proposes solutions.
• Respectful of confidentiality and sensitive material.
• CRM experience preferred.
• Flexible, versatile, resilient, and able to work additional hours as needed.
• Aptitude to utilize and incorporate technology and various IT applications.
• Experience in social media web platforms preferred.

Part-Time: 32 hours per week

Benefits:

• 401(k) matching
• Profit Sharing
• Health Insurance
• Dental Insurance
• Vision Insurance
• Employee assistance program
• Flexible spending account
• Health savings account
• Paid holidays
• Paid time off

First State Bank and Trust and Valley Agencies is an equal opportunity employer committed to creating a diverse workforce. We support a work environment where colleagues are respected and allowed to perform to their fullest potential. We consider all qualified applicants regardless of race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability, or veteran status, among other factors. Drug-Free Workplace