Senior Executive Administrative Assistant at Fremont Bank in US-CA-Livermore

Job description

• Fremont Bank, one of the Bay Area's most respected and long-standing financial institutions, is seeking a strategic, hands-on professional to support the President and help advance the work of the President's Office. This high-impact role contributes to a mission-driven organization committed to excellence, community service, and strong client relationships.
• The Senior Executive Assistant serves as a trusted strategic partner to the President, providing high-level administrative, operational, analytical, and communication support. The role maximizes the President's effectiveness through proactive management of priorities, executive communications, Board and leadership activities, strategic initiatives, and stakeholder relationships. The successful candidate will exercise sound judgment, maintain the highest level of confidentiality, anticipate needs, synthesize complex information into actionable insights, and help keep the President focused on the Bank's most important priorities.

Responsibilities

• Executive and Strategic Support
• Serve as a trusted strategic partner to the President, independently managing priorities, workflows, commitments, and competing demands on executive time.
• Synthesize complex business, financial, operational, and stakeholder information into concise briefings, presentations, insights, and recommendations that support executive decision-making.
• Anticipate the President's needs, proactively resolve issues, and monitor strategic initiatives, decisions, deliverables, and follow-up across leadership teams.
• Support annual strategy, budgeting, business reviews, financial reviews, and leadership planning activities.
• Executive Communications and Stakeholder Coordination
• Draft, edit, and coordinate executive correspondence, presentations, reports, talking points, and internal communications on behalf of the President.
• Review and prioritize incoming communications, determining appropriate responses, escalation, and follow-up.
• Serve as a primary liaison between the President and executive leadership, associates, clients, community organizations, business partners, and other stakeholders.
• Represent the President's Office with professionalism, discretion, diplomacy, and consistency.
• Board, Calendar, and Meeting Management
• Strategically manage the President's complex calendar, travel, meetings, events, and related logistics to ensure effective use of executive time.
• Prepare meeting agendas, minutes, action items as well as tracking deadlines and key deliverables.
• Ensure the President is fully prepared for Board meetings, business reviews, client engagements, leadership discussions, and external events.
• Coordinate activities with the Board of Directors, including calendars, agendas, meeting materials, presentations, governance records, minutes, and follow-up actions.
• Facilitate executive, leadership, Board, and enterprise-wide meetings through Microsoft Teams, telephony, and other collaboration platforms, coordinating participants, materials, logistics, decisions, and action items.
• Projects, Records, and Operational Support
• Lead or coordinate confidential special projects, cross-functional initiatives, and process improvements with minimal supervision.
• Partner with Human Resources, Client Relations, Corporate Communications, executive assistants, and other Bank functions on executive priorities, events, and communications.
• Maintain confidential physical and digital records in accordance with Bank policies and applicable controls.
• Use Microsoft 365 and AI-enabled tools, including Copilot, to improve executive productivity, streamline workflows, and create executive-ready materials.
• Travel locally as needed and perform other duties as assigned.

Requirements

• Associate or Bachelor's degree in Business Administration or a related field, or an equivalent combination of education and experience.
• Minimum eight (8) years of experience supporting C-suite executives, Presidents, CEOs, or senior executive leadership teams.
• Experience supporting Board of Directors activities and corporate governance processes preferred.
• Banking, financial services, or other highly regulated industry experience strongly preferred.
• Experience with Microsoft Suites (Teams, Word, Excel, Outlook, PowerPoint. CoPilot) intermediate to advance preferred
• Ability to create executive-level presentation materials, including graphs and illustrations, and proofread content for accuracy
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and collaboration
• Ability to manage multiple priorities with minimal supervision
• Strong organizational skills to manage tasks and projects and meet timeline requirements
• Patient, highly detail-oriented, and able to demonstrate grace under pressure
• Willingness to help and contribute to mission-critical initiatives
• Ability to learn and apply Fremont Bank’s policies, practices, and Six Diamond experience standards
• Shows initiative, anticipates needs, and works independently
• Ability to use creativity and think outside the box
• Willingness to travel locally between the Livermore operations center and the Fremont main office as needed; remain flexible, and contribute as a team player

Skills

Required

• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft CoPilot

Benefits

• Health & Wellness
• Medical, dental, and vision insurance
• Flexible Spending Accounts (FSA, Dependent Care, Health Savings)
• Financial & Retirement
• Employee Stock Ownership Plan (ESOP)
• 401(k) with employer match
• Performance-based bonuses or incentives
• Work-Life & Perks
• Paid holidays, vacation, and sick time
• Free personal checking and savings accounts
• Home loan rate discounts
• Tuition reimbursement and professional development resources
• On-site gym and discounted health club memberships
• Employee Assistance Program (EAP)
• The Employee Stock Ownership Plan (ESOP) is a way for Fremont Bank to contribute to the financial well-being of associates by making a contribution to their retirement account. In addition, the ESOP provides associates an opportunity to share in the growth and prosperity of Fremont Bank.
• The hiring salary range is based on factors such as experience, skills, education, and internal equity. Compensation decisions are made in consideration of these factors and in alignment with Fremont Bank’s compensation philosophy.
• Salary Range
• USD $110,000.00 - USD $140,000.00 /Yr.