Executive Assistant

Position Summary: The Executive Assistant to the CEO/President provides exceptional customer service to internal and external customers of Union Bank and Trust. Performs various responsibilities for the Chief Executive Officer /President, arranges and facilitate board meetings, compiles Board of Director Reports, and schedules, coordinates and implements plans for UBT-wide functions. This role is eligible for hybrid work from home opportunity under the work from home guidelines up to one day per week upon completion of onboarding.

Essential Functions:

• Compose professional written documents for the CEO, including but not limited to, letters to customers, reports for management, memos to associates, and UBT-wide emails.
• Run reports upon CEO's request.
• Schedule, coordinate and implement plans for UBT-wide functions, including communicating with invitees, reserving rooms, scheduling with associates, tracking RSVPs, and managing day-of-event logistics such as catering.
• Send memorial flowers and/or sympathy cards to customers.
• Act as Medallion Signature Guaranty representative and meet with UBT customers to review documentation, copy documents/scan and record information to forward to the Wealth Management Division.
• Act as Notary Signature Representative.
• Pay bills for Pinnacle Bank Arena suite and ensure charges are to the correct department for food and beverage purchases.
• Assist Human Resources Assistant with the logistics of all Management Meetings and order lunches for monthly Executive Committee lunches.
• Participate in the Employee Engagement Committee to coordinate and plan UBT-wide functions.
• Proactively manage the CEO's calendar, schedule internal and external meetings, appointments, and calls, ensuring time conflicts are avoided.
• Professionally screen telephone calls, take messages, greet visitors, schedule appointments and meetings, answer routine mail and other miscellaneous correspondence for the CEO as well as a variety of departments.
• Handle customer complaint calls as liaison to the CEO, when necessary, in a professional and tactful manner.
• Forward customer complaint letters to Compliance for research. Once issues are resolved, Compliance communicates the results.
• Attend charity events and award ceremonies as requested by CEO.
• Board of Directors Reports




• Arrange and facilitate board meetings and compilation of Board of Directors Reports.
• Compile information for the Board reports and upload to the Board Member's iPads.
• Prepare PowerPoint presentation for the board meeting.
• Take and prepare written minutes of monthly meeting.
• Serve as primary contact for Board records for examiner review.
• Calculate and payout dividend amounts to stockholders on quarterly and year-end basis.
• Mail out stockholder cashier checks or direct deposit to appropriate stockholder's account.
• Pay Director fees to Board Members annually.




• Tickets




• Purchase Lied Center tickets for UBT entertainment purposes, coordinate, distribute and charge tickets to appropriate accounts while also organizing the annual Lied Lottery Drawing among associates.
• In an equitable and accurate manner, coordinate Pinnacle Bank Arena tickets and parking permits, Husker sporting events tickets, Saltdogs Suite tickets, and Lincoln Community Playhouse tickets amongst UBT Officers.
• Coordinate ticket distribution to Department Managers for customer entertaining purposes, track attendee details for Controllers and distribute tickets to attendees in a timely manner.
• Facilitate raffle drawings for UBT associates to distribute remaining ticket inventory.




• Audit political campaign accounts, submit annual disclosures as required by Nebraska Accountability Commission as well as input political contributions to the appropriate political checking account, handle credit card contributions and notify political office of the credit card deposits.
• Perform various clerical duties as assigned by the CEO for organizations in which board membership board is held.
• Understand and adhere to all bank policies, laws and regulations applicable to their role. Complete compliance training: follow internal processes and controls as required.
• Report all compliance issues, violations of law or regulations in accordance with the steps defined in bank policies.
• Regular and reliable attendance is an essential function of this position.
• Perform other job-related duties or special projects as assigned.
• Assist the CEO/President with ad-hoc tasks and special projects as needed.

Qualifications:

• Minimum of five years' experience supporting senior level executives in a business environment.
• Proficiency with Microsoft Office Products and in working with other bank software.
• Proficient utilization of technology to complete tasks.
• Experience with project management, event and activity coordination, and organizing meetings required.
• Strong understanding and demonstrated ability to handle confidential information.
• Nebraska Driver's License.

Preferred Talents:

• Project a strong professional image and positively promote the bank's customer service philosophy.
• Strong collaborator with all bank departments
• Organized
• Time efficient and deadline driven
• Self-motivated and independent
• Detailed-oriented
• Effective communicator- written and verbal
• Effective judgment skills and ability to make sound decisions

Working Environment:

Indoor work -not exposed to outdoor elements or hazards.

Sedentary work and lifting and/or carrying up to 20 pounds occasionally.

Some travel required.

This role is eligible for hybrid work from home opportunity under the work from home guidelines upon completion of onboarding.

PLEASE VIEW THE APPLICANT TERMS & CONDITIONS BEFORE PROCEEDING WITH YOUR APPLICATION.