Senior Administrative Assistant

About the job

Summary:

The Senior Administrative Assistant supports the Chief of Staff and Chairman and CEO with complex scheduling, executive materials, presentations, events, and office programs. The role also supports up to two additional executives, manages their travel, and serves as the Chief of Staff’s cross-trained backup. Success requires discretion, sound judgment, organization, and proactive follow-through in a fast-paced, confidential environment.

Essential Duties and Responsibilities:

• Executive support: Manage the Chairman and CEO’s complex calendar, meeting flow, requests, correspondence, briefings, action items, meeting logistics, and executive visitors in partnership with the Chief of Staff.

• Multi-executive support and continuity: Support one or two additional executives, including their scheduling and travel, while prioritizing the Chairman and CEO and Chief of Staff. Serve as the Chief of Staff’s cross-trained backup and maintain current procedures and continuity plans.

• Presentations and communications: Produce the weekly Tuesday Talk presentation, coordinate speaking engagements, draft executive remarks and correspondence, maintain approved executive assets, and route public-facing materials through Marketing and Compliance review.

• Events and programs: Plan and execute executive, bank-wide, employee, and community events; manage speakers, venues, vendors, invitations, registration, materials, technology, budgets, and follow-up; and administer the Faith in Business devotional program.

• Financial and reporting support: Process invoices, expense reports, corporate card reconciliations, sponsor billing, and event expenses. Prepare and distribute the daily NSF and overdraft report without exercising pay-or-return authority.

• Office and employee administration: Manage executive office supplies, hospitality, records, procurement, new-hire materials, Oklahoma notary administration, and employee recognition and culture programs.

• Compliance and work requirements: Safeguard confidential information, follow bank and regulatory requirements, complete required training, improve processes, travel locally, and work occasional early mornings, evenings, and weekends. Event duties may include extended standing, audiovisual setup, and lifting up to 25 pounds.

Education and/or Experience:

• Required: High school diploma or equivalent.

• Preferred: Associate or bachelor’s degree.

• Three or more years of administrative support experience, including at least two years supporting senior executives and experience supporting multiple executives.

• Proven ability to manage complex calendars, business travel, executive meetings, events, competing priorities, vendors, and administrative expenses.

• Proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint, with the ability to create polished presentations and executive communications independently.

• Excellent judgment, discretion, organization, attention to detail, written and verbal communication, problem-solving, and follow-through under pressure.

• Active Oklahoma notary commission or ability to obtain one within 90 days of hire.

• Valid driver’s license, reliable transportation, local travel availability, and flexibility to work occasional early mornings, evenings, and weekends.

• Preferred Experience: Experience in banking or another regulated industry, event planning, vendor negotiation, expense management systems, and Canva or similar design tools.

Physical Requirements:

• Must exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently.

• Must occasionally lift and move up to 25lbs.

• Specific vision abilities required by this job include close vision and the ability to adjust focus.

• Sitting for long periods.

Working Conditions:

It is generally a comfortable environment. Noise, heat, dust, and other problems are minimal. All employees are required to maintain a neat and safe work area.

Regent Bank is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law.