Office Coordinator

 Job Purpose:

• The Office Coordinator is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency of ila Bank.
• This position proactively supports the ila Bank management team and contributes to the overall effectiveness of the Department in order to ensure a consistent, collaborative and customer centric delivery service.
• To provide a comprehensive secretarial and administrative function to the ila Bank management.

Principle Responsibilities, Accountabilities and Deliverables of Role:

• Manages office staff functions, directs and coordinates all activities and details of ila Bank including, but not limited to, notice of meetings, agendas, consolidation and/or preparation of all materials for consideration, logistical arrangements, minutes and meeting notes.
• Composes and reviews correspondence in response to inquiries from senior management and others for review, approval and signature.
• Drafts and/or authors materials for ila Bank activities and/or records as required.
• Prepares and disseminates all documents and communications to senior management, committees, staff and external organizations as appropriate.
• Manages the team’s calendar for monthly, quarterly, semi-annual and annual returns of a regulatory, financial or any other nature.
• Liaise with building facilities management when appropriate to ensure a smooth running of the Bank's premises.
• Conducts background research of proposed items, reviewing to determine if additional information needs to be provided, and reviews for key issues to be reported for discussion.
• Coordinates with senior executives and other staff to compile information for Committee and Board meetings or weekly reports as necessary.
• Ensures an orderly flow of information to all concerned internal and external parties on ila Bank related business.
• Conducts self in an appropriate manner as a representative of ila Bank and works effectively in a diverse and multi-cultural work environment.
• Interacts directly with senior management, outside agencies, governmental entities and organizations to accomplish ila Bank related tasks and to receive any incoming requests.
• Oversees files and records for ila Bank and prepares folders in readiness for daily, weekly and monthly meetings.
• Prepares and types a variety of routine and special reports from source material in files, including confidential material.
• Monitors the progress of all action items as appropriate and advises the management of ila Bank of progress.
• Assist with a wide range of ad hoc projects as assigned by the ila Bank management.

Experience:

• A minimum of 3 years of experience in banking or related area.
• Progressively responsible senior administrative experience, including working directly with executives.
• Proven ability to organize, plan, schedule, determine priorities and meet deadlines.

Education:

•  Bachelors Degree 

 

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