Executive Administrative Officer

John Marshall Bank is looking for an Executive Administrative Officer who will play a crucial role in enhancing the efficiency of the Bank's leadership team by providing a wide range of high-level and administrative support to the President/CEO, the Executive leadership team, and the Board of Directors.

This person will ensure the smooth functioning of executive activities and communication, manage key organizational processes, and facilitate communication between the executive team, board members, and departments within the Bank.

Essential functions of this role include:

Executive Support

• Provide a variety of administrative support to the CEO and Executive team, including calendar management, coordinate travel and accommodations, prepare expense reports and process/reconcile invoices and receipts.
• Prepare and edit correspondence, reports, presentations, and other documents for the Executive team. Manage incoming and outgoing correspondence and mail, phone calls and emails as necessary, for the CEO and Executive team.
• Serve as a liaison between the President/CEO, Executive team, board of directors and external stakeholders.
• Coordinate and prepare meetings and agendas for Management meetings, Audit Committee meetings, Strategic Planning Sessions, Risk Management meetings, CRA and Compliance meetings and other meetings as directed. Coordinate deliverables, prepare meeting minutes for each of these meetings with accurate transcription of information, and ensure follow-up on action items.
• Serve as investor conference liaison; assemble investor presentation materials of pitch books.
• Track and reserve various conference rooms for meetings. Prepares the rooms for meetings, including refreshments as necessary, wi-fi password, Teams link, codes, etc.
• Coordinate quarterly all-staff meetings for the President/CEO.
• Prepare and distribute various daily, weekly, and monthly reports related to overall growth and sales production.
• Responsible for performing notarial services for the Bank, customers and shareholders.

Board of Directors Support

• Coordinate monthly board and annual organizational meetings, prepare agendas, compile, and distribute board materials and prepare meeting minutes with accurate transcription of confidential information.
• Maintain accurate records of board activities, including resolutions, meeting minutes and materials.
• Assist in the preparation, facilitation and record keeping associated with the Company's annual meeting of shareholders.
• Provide liaison administrative support in Board of Director communications.
• Extended office hours one day per month to assist with the Board meeting.
• Assist board members with travel and accommodation arrangements for meetings, as necessary.

Compliance and Risk Management

• Serve as the Corporate Secretary; ensure all corporate documents are maintained in compliance with legal and regulatory requirements.
• Assist with the preparation of reports/items required by regulatory agencies and auditors.

Office Management

• Oversee the procurement, maintenance, and distribution of office supplies and stationery for the Bank's headquarters, including the shredding company pick-ups, container management, etc.
• Develop project plans, distribute tasks, and ensure timely completion of milestones for projects assigned.

Marketing Support

• Coordinate regional and corporate events and activities, as requested, to include venue and menu selection, reservations, logistics with vendors and merchandise assembly.
• Maintain event calendar and provide regular communication to employees.
• Order awards for quarterly sales achievements as well as ad hoc recognition requests.
• Triage inquiries from website and relay to appropriate departments. Maintain log for tracking purposes on volume, nature of inquiries and resolution.
• Coordinate and administer the Virginia BankPAC program. Communicate with employees, collect funds, submit to the VBA, and maintain tracking and reporting.

Community Engagement & External Relations

• Represent the executive office in interactions with community stakeholders, business partners, shareholders, and customers.
• Support the Bank in community outreach efforts and participation in local events and initiatives.

TRAVEL

Travel between locations and event venues may be necessary.

Required

• Associate's degree
• Five years of experience in an executive administrative role
• Must be a commissioned notary public in the Commonwealth of Virginia (or eligible to become one)
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite
• Strong understanding of community banking
• Exceptional organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment
• Demonstrated ability to handle confidential information with discretion
• Detailed-oriented with strong analytical abilities
• Proactive, with the ability to anticipate needs and solve problems independently

Preferred

• Bachelor's degree
• Experience within the banking or financial services industry
• Enthusiastic, highly motivated, self-starter
• Strong interpersonal skills and the ability to work effectively with senior leadership

At this time, John Marshall Bank will not sponsor a new applicant for employment authorization for this position.

John Marshall Bank is an Equal Opportunity Employer