Arborbanking
Executive Assistant - Event Planner
Arborbanking, Omaha, Nebraska, us, 68197
Job title : Executive Assistant/Event PlannerClassification : Full TimePosition Type:
Non-exemptHours:
Monday – Friday, 8:00 am – 5:00 pm, Occasional after-hours supportReports to:
PresidentArbor Bank is seeking an experienced Executive Assistant who is skilled in Event and Office Management. This individual needs to be a dynamic, outgoing, professional that maintains strict confidentiality and radiates a can-do attitude. Keen attention to detail and ability to manage multiple tasks efficiently is critical. This multi-faceted role primarily supports the executive team, and other key areas of the business as needed, such as operations, marketing, HR, etc. and works in concert with outside event ambassadors to execute successful events. Our ideal candidate is someone who thrives in a fast-paced environment, can wear multiple hats, take direction from numerous stakeholders, and is comfortable making decisions.ESSENTIAL FUNCTIONSExecutive Support:
Provide executive level administrative support & meeting management to CEO/Owner & Executive TeamManage daily calendar, meeting scheduling, meeting packet preparation, mail and email monitoring, credit card and expense statement reconciliation. Act as a “barometer” having a sense of issues taking place and updating as needed.Source and order branded giveaways, coordinate printing and distribution of marketing materials, manage special marketing projects with external graphics artist per Arbor Bank branding policy.Light support of new hire onboarding, manage service awards program, on site resource for employee questions/concerns.Manage donation and sponsorship requests, maintain (non-bank) events calendar, assist with Omaha market team-building activities.Order and track residential and consumer appraisals for all markets per loan policyEvent Management:
Collaborate with event stakeholders to establish event themes, goals, budgets, and create invite lists.Venue management, food and beverage, A/V requirements, presenters/entertainment, technology.Manage RSVPs, communications, and internal team assignments.Oversee event staffing, ensure smooth operation, and manage communication plans.Conduct event follow-up, gather feedback, reconcile budgets, process invoices, and hold post-event evaluations.Office Management:
Meeting Room Management: Handle scheduling, A/V needs, supplies, and hospitality needs for Omaha meeting rooms (5)Office space management: coordinate office space with basic office supplies for all employees, contract employees & occasional vendors.Manage log of door/furniture keys.Procure office supplies and hospitality goods for all Omaha branch offices.Manage procurement and maintenance of logo apparel catalogues. Handle internal orders, collection and expensing.Ensure postal mail, express mail, and courier packets are delivered to appropriate teams in timely manner. Scanning to A/P & off site employees as appropriate.Order and pick-up/manage delivery of office and kitchen suppliesWork with the property manager and approved vendors for service work and preventive maintenance at both Omaha locations. Collaborate with CTO and CFO on major building projects.Performs other duties as assigned.Demonstrates commitment, dependability, and respect for other team members.Regular and predictable attendance, punctuality, and adherence to agreed-upon schedule of availability.Required Education/Experience:3-5 years of experience providing administrative support at high level for C-Level executives or other relevant experience in scheduling, communications, and Event Management.3-5 years experience with event planning and vendor managementAssociate or bachelor’s degree or equivalent experience.Skills:Strong organizational and multitasking abilitiesProactive approach to problem solvingStrong interpersonal skills and ability to build relationships with stakeholders, including executives and staff, board directors, community leaders, and external partners with a high degree of professionalism.Proficient with various technology, including Microsoft Office Suite and embraces learning how to use and adapt new technologyProven ability to handle confidential information with discretionDemonstrated ability to interact professionally and respectfully when communicating with stakeholders and Board of DirectorsWork environment —The incumbent works in an office environment that is not substantially exposed to adverse environmental conditions such as heat, cold, or extreme noise.Sedentary work that primarily involves sitting, standing and bending.Remaining in a stationary position, often standing or sitting for prolonged periods.Occasionally lifting or carrying objects less than 30 lbs.Communicating by means of spoken word to impart oral information to convey detailed spoken instructions to other workers, clients, & the public accurately, loudly and/or quickly. Communicating with others to exchange information.Constant repeating motions that may include the wrists, hands and/or fingers.Clear vision at approximately 20” or less, including use of computers, mid-range and 20’ or more.Ability to hear, understand, and distinguish speech in person, over the telephone, computer and/or remote speech.Reaching or extending hand(s), arm(s) in any direction, straightening arm(s) and elbow(s) and engaging the shoulders(s).Assessing the accuracy, neatness and thoroughness of the work assigned.DrivingTravel —Occasional travel between outer markets and Omaha office; travel to and from events in Omaha metro area as needed
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Non-exemptHours:
Monday – Friday, 8:00 am – 5:00 pm, Occasional after-hours supportReports to:
PresidentArbor Bank is seeking an experienced Executive Assistant who is skilled in Event and Office Management. This individual needs to be a dynamic, outgoing, professional that maintains strict confidentiality and radiates a can-do attitude. Keen attention to detail and ability to manage multiple tasks efficiently is critical. This multi-faceted role primarily supports the executive team, and other key areas of the business as needed, such as operations, marketing, HR, etc. and works in concert with outside event ambassadors to execute successful events. Our ideal candidate is someone who thrives in a fast-paced environment, can wear multiple hats, take direction from numerous stakeholders, and is comfortable making decisions.ESSENTIAL FUNCTIONSExecutive Support:
Provide executive level administrative support & meeting management to CEO/Owner & Executive TeamManage daily calendar, meeting scheduling, meeting packet preparation, mail and email monitoring, credit card and expense statement reconciliation. Act as a “barometer” having a sense of issues taking place and updating as needed.Source and order branded giveaways, coordinate printing and distribution of marketing materials, manage special marketing projects with external graphics artist per Arbor Bank branding policy.Light support of new hire onboarding, manage service awards program, on site resource for employee questions/concerns.Manage donation and sponsorship requests, maintain (non-bank) events calendar, assist with Omaha market team-building activities.Order and track residential and consumer appraisals for all markets per loan policyEvent Management:
Collaborate with event stakeholders to establish event themes, goals, budgets, and create invite lists.Venue management, food and beverage, A/V requirements, presenters/entertainment, technology.Manage RSVPs, communications, and internal team assignments.Oversee event staffing, ensure smooth operation, and manage communication plans.Conduct event follow-up, gather feedback, reconcile budgets, process invoices, and hold post-event evaluations.Office Management:
Meeting Room Management: Handle scheduling, A/V needs, supplies, and hospitality needs for Omaha meeting rooms (5)Office space management: coordinate office space with basic office supplies for all employees, contract employees & occasional vendors.Manage log of door/furniture keys.Procure office supplies and hospitality goods for all Omaha branch offices.Manage procurement and maintenance of logo apparel catalogues. Handle internal orders, collection and expensing.Ensure postal mail, express mail, and courier packets are delivered to appropriate teams in timely manner. Scanning to A/P & off site employees as appropriate.Order and pick-up/manage delivery of office and kitchen suppliesWork with the property manager and approved vendors for service work and preventive maintenance at both Omaha locations. Collaborate with CTO and CFO on major building projects.Performs other duties as assigned.Demonstrates commitment, dependability, and respect for other team members.Regular and predictable attendance, punctuality, and adherence to agreed-upon schedule of availability.Required Education/Experience:3-5 years of experience providing administrative support at high level for C-Level executives or other relevant experience in scheduling, communications, and Event Management.3-5 years experience with event planning and vendor managementAssociate or bachelor’s degree or equivalent experience.Skills:Strong organizational and multitasking abilitiesProactive approach to problem solvingStrong interpersonal skills and ability to build relationships with stakeholders, including executives and staff, board directors, community leaders, and external partners with a high degree of professionalism.Proficient with various technology, including Microsoft Office Suite and embraces learning how to use and adapt new technologyProven ability to handle confidential information with discretionDemonstrated ability to interact professionally and respectfully when communicating with stakeholders and Board of DirectorsWork environment —The incumbent works in an office environment that is not substantially exposed to adverse environmental conditions such as heat, cold, or extreme noise.Sedentary work that primarily involves sitting, standing and bending.Remaining in a stationary position, often standing or sitting for prolonged periods.Occasionally lifting or carrying objects less than 30 lbs.Communicating by means of spoken word to impart oral information to convey detailed spoken instructions to other workers, clients, & the public accurately, loudly and/or quickly. Communicating with others to exchange information.Constant repeating motions that may include the wrists, hands and/or fingers.Clear vision at approximately 20” or less, including use of computers, mid-range and 20’ or more.Ability to hear, understand, and distinguish speech in person, over the telephone, computer and/or remote speech.Reaching or extending hand(s), arm(s) in any direction, straightening arm(s) and elbow(s) and engaging the shoulders(s).Assessing the accuracy, neatness and thoroughness of the work assigned.DrivingTravel —Occasional travel between outer markets and Omaha office; travel to and from events in Omaha metro area as needed
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