Executive Assistant

Essential Functions:

• Compose professional written documents for the CEO, including but not limited to, letters to customers, reports for management, memos to associates, and UBT-wide emails.
• Run reports upon CEO’s request. 
• Schedule, coordinate and implement plans for UBT-wide functions, including communicating with invitees, reserving rooms, scheduling with associates, tracking RSVPs, and managing day-of-event logistics such as catering.
• Send memorial flowers and/or sympathy cards to customers.
• Act as Medallion Signature Guaranty representative and meet with UBT customers to review documentation, copy documents/scan and record information to forward to the Wealth Management Division.
• Act as Notary Signature Representative.
• Pay bills for Pinnacle Bank Arena suite and ensure charges are to the correct department for food and beverage purchases.
• Assist Human Resources Assistant with the logistics of all Management Meetings and order lunches for monthly Executive Committee lunches.
• Participate in the Employee Engagement Committee to coordinate and plan UBT-wide functions.
• Proactively manage the CEO’s calendar, schedule internal and external meetings, appointments, and calls, ensuring time conflicts are avoided.
• Professionally screen telephone calls, take messages, greet visitors, schedule appointments and meetings, answer routine mail and other miscellaneous correspondence for the CEO as well as a variety of departments.
• Handle customer complaint calls as liaison to the CEO, when necessary, in a professional and tactful manner. 
• Forward customer complaint letters to Compliance for research. Once issues are resolved, Compliance communicates the results.   
• Attend charity events and award ceremonies as requested by CEO.
• Board of Directors Reports
• Arrange and facilitate board meetings and compilation of Board of Directors Reports. 
• Compile information for the Board reports and upload to the Board Member’s iPads.   
• Prepare PowerPoint presentation for the board meeting.
• Take and prepare written minutes of monthly meeting. 
• Serve as primary contact for Board records for examiner review. 
• Calculate and payout dividend amounts to stockholders on quarterly and year-end basis.
• Mail out stockholder cashier checks or direct deposit to appropriate stockholder’s account.
• Pay Director fees to Board Members annually. 
• Tickets
• Purchase Lied Center tickets for UBT entertainment purposes, coordinate, distribute and charge tickets to appropriate accounts while also organizing the annual Lied Lottery Drawing among associates.
• In an equitable and accurate manner, coordinate Pinnacle Bank Arena tickets and parking permits, Husker sporting events tickets, Saltdogs Suite tickets, and Lincoln Community Playhouse tickets amongst UBT Officers. 
• Coordinate ticket distribution to Department Managers for customer entertaining purposes, track attendee details for Controllers and distribute tickets to attendees in a timely manner. 
• Facilitate raffle drawings for UBT associates to distribute remaining ticket inventory.
• Perform various clerical duties as assigned by the CEO for organizations in which board membership board is held.
• Understand and adhere to all bank policies, laws and regulations applicable to their role. Complete compliance training: follow internal processes and controls as required.
• Report all compliance issues, violations of law or regulations in accordance with the steps defined in bank policies.
• Regular and reliable attendance is an essential function of this position. 
• Perform other job-related duties or special projects as assigned. 
• Assist the CEO/President with ad-hoc tasks and special projects as needed. 

Qualifications:

• Minimum of 3 years’ experience supporting relationship managers or executives in a business environment.
• Proficiency with Microsoft Office Products and in working with other bank software. 
• Proficient utilization of technology to complete tasks.
• Experience with project management, event and activity coordination, and organizing meetings required.
• Strong understanding and demonstrated ability to handle confidential information.
• Nebraska Driver’s License.

Preferred Talents:

• Project a strong professional image and positively promote the bank’s customer service philosophy.
• Strong collaborator with all bank departments
• Organized
• Time efficient and deadline driven
• Self-motivated and independent
• Detailed-oriented
• Effective communicator- written and verbal 
• Effective judgment skills and ability to make sound decisions

Working Environment:

• Indoor work –not exposed to outdoor elements or hazards. 
• Sedentary work and lifting and/or carrying up to 20 pounds occasionally.
• Some travel required. 
• This role is eligible for hybrid work from home opportunity under the work from home guidelines upon completion of onboarding.
• PLEASE VIEW THE APPLICANT TERMS & CONDITIONS BEFORE PROCEEDING WITH YOUR APPLICATION.