Administrative Assistant

First State Bank of St. Charles•Saint Charles, MO

5h•Onsite

About The Position

First State Bank is seeking an Administrative Assistant at our 5th Street Branch location, located in St. Charles, MO. If you have experience providing administrative support to executive leadership, then you may be a great fit! 40 hours per week. Must be available to work as scheduled or as sudden scheduling conflicts may require; Must have reliable transportation to travel to other bank locations and events. Full-Time benefits will apply, including; medical, dental and vision insurance, paid sick and vacation, 401k, ESOP and more! The Administrative Assistant will perform various duties at the bank as assigned by the President and CEO, as well as work with the Board of Directors and Shareholders, by following policies and procedures set forth by First State Bank, including, but not limited to:

Requirements

High school diploma or general education degree (GED) required.
Previous experience in administrative positions is required.
A high level of interpersonal skills to communicate policies, procedures, and objectives effectively throughout the bank and to represent the bank positively to internal and external entities.
Must possess the ability to plan and coordinate administrative tasks.
Must have strong written communication skills.
Ability to handle confidential information with discretion.
Must be proficient in Microsoft Office, Outlook, Excel, and Word.
Must be available to work as scheduled or as sudden scheduling conflicts may require
Must have reliable transportation to travel to other bank locations and events.

Nice To Haves

Two years of experience as an Administrative Assistant within the banking field is preferred.

Responsibilities

Provide administrative support to executive management by taking calls, tracking expenses, and preparing reports, etc.
Work closely with the President & CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Organize travel arrangements when necessary.
Prepare all presentations for Town Halls, Annual Meetings, and Industry/Community Presentations.
Coordinate all Management Committee meetings and retreats and assist with staff meetings and events as needed.
Support the ESOP valuation process by assisting with the compilation of data. Work with ESOP Trustees to report the information. Answer employee questions regarding the results as necessary.
Compile monthly reports and information requested for audits and regulatory examinations.
Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials. Set up the room and order food.
Publish the agendas and board packages for the holding company board meetings, the bank board meetings and assist in the agenda for the annual meeting.
Prepare monthly and quarterly reports needed for uploading into the board system.
Prepare the payment and 1099 reporting of the directors’ fees and coordinate the associated stock purchases for the directors.
Manage the distribution and collection of necessary Reg O information throughout the year.
Assume the role of primary stockholder contact person. Answer general questions from stockholders and refer questions to the President & CEO as necessary.
Handle the execution of stock transactions including sale/purchase, transfers of ownership and lost certificates and update the stockholder list accordingly.
Manage the stockholder accounting system.
Issue dividend checks, stock trade settlement checks and expense checks on the holding company’s internal accounts. Reconcile these accounts monthly.
Arrange stockholder events, including preparing mailings, proxy results and forms.
Assist in putting stock valuation input together.