Executive Assistant to CEO and President

The Executive Assistant plays a crucial role in supporting the CEO, President, and Executive Team of Lake Ridge Bank by managing their schedules, communications, and projects. In addition, this role will be a main point of contact for all Shareholder Services related inquiries. This position requires a highly organized, detail-oriented, and proactive individual who can manage multiple tasks efficiently in a fast-paced environment. The Executive Assistant will act as a liaison between the executive team and other stakeholders, ensuring seamless coordination of business and personal matters.

Calendar and Scheduling

• Maintain calendars for CEO and President, including business and personal schedules as directed.
• Coordinate schedules for monthly Executive Team meetings and assign monthly office 1-1 meetings with the Executive Team.
• Coordinate monthly/quarterly schedules with Board Directors, CEO, President and Senior Executives for Bank and Holding Company Board meetings.
• Coordination of Annual Shareholders meeting, and Annual Strategic Planning Board of Director meeting.
• Quarterly coordination of Board Committee meetings (6 committees).
• Coordinate with Chief Credit Officer bi-monthly Director Loan Committee meeting.
• Review annually with Chief Operating Officer, monthly General Office & Sales Meetings
• Schedule and coordinate all other meetings as needed.

Board Support

• Attend and take meeting notes as needed for corporate events and in-house meetings.
• Compile agendas for board meetings and organize meeting materials into board books using Diligent.
• Take minutes for board and committee meetings and ensure documentation is recorded accurately in Diligent.
• Act as liaison between the board, executive management, and others as needed.
• Prepare materials for the annual organizational meetings of the Bank and Bank Holding Company.
• Ensure all meeting materials and records are accurately maintained in Diligent.
• Collaborate with committee chairs to schedule the annual committee meetings.
• Send Outlook invitations to all committee participants and assist with coordinating virtual meeting logistics.
• Take and record minutes for Director Loan Committee meetings and other committee meetings as needed in Diligent.
• Manage the annual board policy approval schedule and liaise with policy champions.
• Publish the approved annual policy schedule and policies on SharePoint, ensuring accessibility for all relevant parties.

Shareholder Services:

• Oversee the planning and coordination of the annual shareholders meeting, ensuring all aspects are managed effectively.
• Coordinate with the Marketing Department to prepare and review content for the quarterly newsletter.
• Work closely with the Finance Department to obtain dividend declaration information and provide the EQ (transfer agent) with all necessary instructions for quarterly dividend distribution, newsletter, and mailing.
• Assist in the mailing of quarterly dividend reports and provide quarterly reports for Bank Holding Company board meetings.
• Support shareholders with inquiries related to stock sales, registration, account changes, and encourage participation in bank programs.
• Coordinate with custodial representatives and legal parties regarding stock sales, RMDs, estates, and trusts.
• Maintain and update a seller and buyer listing for stock sales, facilitating communication among interested parties.
• Act as a liaison between EQ, LRBI, and shareholders for account services, ensuring timely updates and follow-ups on transactions.
• Provide the Marketing Department with updates on stock performance and revised information for the LRBI website to ensure accurate shareholder communication.

Travel and Event Coordination

• Assist with all travel arrangements, including business and personal travel, conference registrations, hotel bookings, and ground transportation.
• Make dinner reservations with vendors or clients at conferences.
• Coordinate with event coordinators for corporate events, offsite meetings, venue selection, meeting planning, setup, and catering.
• Work with Executive team to assist in coordination of events as needed including socials, offsite meetings, corporate events, Biz Blitz events, etc.
• Work with the Marketing Department to provide company branding and swag for specified corporate events and prepare a corporate events calendar on SharePoint.
• Maintain expenditure records for all corporate events.

General Administration Support

• Prepare and submit monthly credit card expense reports and reimbursements to Accounts Payable.
• Maintain executive compensation, bonus, and benefit history, and prepare quarterly compensation for Accounts Payable.
• Consult with IT and the Retail Office Manager for related building and IT issues.
• Ensure the executive area and offices are always in good order and well-stocked with office supplies and equipment.
• Coordinate with vendors to ensure equipment is in good order.
• Coordinate with the Marketing Department for internal and external video recordings, high-level event planning, and the distribution of UW Badger seasonal tickets.
• Provide updates to the Marketing Department for stock performance and revised information for the company website.
• Prepare and mail birthday and anniversary cards with personal notes from the CEO or President.
• Plan retirement parties and coordinate "Pizza with the President" for new hires.
• Purchase and prepare year-end gifts for Directors and the Executive Team.
• Work with Marketing on annual holiday gifts
• Purchase and prepare holiday office treats for each office and arrange delivery.

Adhere to all Bank Security/Compliance Regulations

• Complete all annual bank security and compliance training.
• Adhere to Bank Security/compliance and policy guidelines
• Maintain confidentiality of customer and associate information at all times.
• Stay current on all compliance regulations.

Other Responsibilities

• Partner effectively across all levels of the organization and develop positive working relationships.
• Continually develop knowledge, skills, and abilities through internal and external training programs.
• Participate in bank and department meetings.
• Perform all other duties as assigned or requested.

• A minimum of 5 years of experience as an Executive Assistant supporting senior-level executives.
• Exceptional organizational skills with the ability to prioritize multiple competing tasks and work in a fast-paced environment.
• Superior attention to detail with the ability to work efficiently and accurately.
• Well-developed verbal/written communication skills and interpersonal skills.
• Demonstrated problem solving skills with the proven ability to exercise independent judgment in decision making.
• Capability to maintain confidentiality of information.
• Good working knowledge of Microsoft Excel, Word and Power Point with the ability and willingness to learn new programs and software.
• Demonstrated ability to represent the organization in a professional, positive manner.
• Ability to speak, read, write, and understand English well.

Preferred Qualifications:

• Bachelor's degree in Business Administration, Communications, or related field preferred.
• Experience with cross-departmental collaboration.
• Familiarity with financial products and services and bank operations.

Lake Ridge Bank values a diverse workforce and is an Affirmative Action/Equal Opportunity Employer. Minorities, Females, Veterans, and Individuals with Disabilities encouraged to apply.

Consistent with Lake Ridge Bank's commitment to employ and advance qualified individuals with disabilities, Lake Ridge Bank provides reasonable accommodation to apply for or perform a job. Some examples of reasonable accommodation include alternate methods to apply, providing documents in an alternate format, altering work procedures, specialized equipment or use of an interpreter. If an individual needs reasonable accommodations to apply or perform a job here at Lake Ridge Bank, please contact Human Resources at (608) 849-2700 or email us.