Administrative Assistant

Company Details


Bank of Marin, voted by our employees as one of the “Best Places to Work” in the North Bay Business Journal fourteen years in a row, is seeking an Administrative Assistant to join our Executive team in Novato.

The Administrative Assistant performs a variety of administrative and clerical tasks in support of the
Executive Officers, the Board of Directors and other Senior Officers of the bank. The Administrative
Assistant plays an important role in the ongoing organization and administration of the company and
all duties must be performed in accordance with established policies and procedures.

Essential Functions:

  • Provide administrative support to Executives as needed
  • Provide general office support with a variety of clerical activities and related tasks
  • Ensure operation of office equipment such as the printers; call for repairs
  • Manage calendars; plan and schedule meetings, calls and other appointments; resolve scheduling conflicts
  • Assist with registration and accommodations for conferences and various events; make travel arrangements
  • Coordinate conference room schedules and advise appropriate individuals
  • Maintain executive office supplies inventory by tracking inventory level; anticipate and order needed supplies; verify receipt of supplies
  • Ensure the Executive area and the Boardroom are in proper order, including: cleanliness, neatness, restocking and maintaining supplies
  • Welcome guests and visiting business associates by greeting and escorting them to their destinations

Additional Responsibilities to Assist Corporate Secretary’s Office:

  • Assist with scheduling of meetings with directors; coordinate meeting location, food and beverage and technical support, if needed
  • Catering requests and set up for monthly Board and Committee meetings
  • Coordinate facilitator(s), meals, meeting location for annual Board Retreat
  • Coordinate meals, meeting location, technical requirements, etc. for quarterly management strategy meetings
  • Board education opportunities and tracking
  • Scheduling annual board interviews and compilation of annual board and committee evaluation results
  • Assist with tracking of board meeting attendance
  • Review Board reimbursement requests and prepare expense reports
  • Distribute communications on behalf of Management to the Board IR website maintenance and upkeep
  • Read, research and route correspondence (mail, email, faxes, etc.); draft letters and documents; initiate communications
  • Complete business expense reports and reimbursement requests for executives
  • Create and maintain lists, files and databases to enhance efficiency and productivity
  • Organize and maintain information that may be sensitive, confidential or technical in nature;
    maintain highest level of confidentiality in all company information (Executive, Board, Customer, Shareholder).
  • Communicate with persons outside of the organization and represent the firm in a professional manner to the public and external sources

Additional Requirements:

  • Must be able to perform each essential duty satisfactorily
  • Must have strong verbal and written skills
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) as well as Outlook
  • Excellent organization, time management and presentation skills
  • Supply management and equipment maintenance
  • Strong research and reporting skills
  • Experience in travel logistics
  • Highly organized; accuracy and attention to detail
  • Handle demanding work environment; ability to prioritize and handle multiple tasks

Professional / Educational Experience:

2-4 years related experience. Associate’s degree (A.A.) or equivalent from two-year college or technical school; or equivalent combination of education and experience and/or training

The Bank of Marin is a growing public company with career advancement opportunities. We offer competitive compensation and comprehensive benefit programs including medical, dental, vision, 401K, profit sharing and employee stock ownership plans, tuition reimbursement, and an employee volunteer program.

EOE AA M/F/Vet/Disability

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