Base Salary Range: 

$31.55 - $39.44 - $47.32 Hourly

At Heritage Bank, we work hard, but also know how important it is to take time off to stay healthy, relax, and spend time doing what makes your heart happy!

As part of our team you’ll enjoy a total rewards package, which includes base salary based on the role, experience, and skill set, along with an exceptional benefits package (medical, dental, vision, life insurance, 401(k), community volunteer time), and generous time off policy. Full-time team members receive a minimum of 10 paid vacation days annually* and eight hours of paid sick leave per month*, while also enjoying 11 paid holidays each calendar year, and an annual float day. *pro-rated from start date and/or hours worked. To view Benefits Summary: Apply > Current Openings > position > attachment.

Position Overview

Heritage Bank has an exciting opportunity to join our organization! We are seeking an experienced Executive Assistant, that will be responsible for providing high-level confidential and comprehensive executive and administrative support to the President/CEO, and proactively oversees all communications, correspondences, and complex scheduling, while effectively and efficiently managing the workflows and office operations, organizing all executive-level meetings, managing calendars, and interfacing with internal/external clients, shareholders, Board of Directors and regulatory agencies. 

As assigned, this position may provide ancillary and corporate governance support to other members of the executive/senior management team(s), preparing for investor meetings, board presentations, and managing sensitive company data related to public disclosures.

Preferred geographical location is Southern Operations Center, Tacoma, WA. Depending on experience, other locations within Heritage Bank's Washington State footprint may be considered.

The successful candidate will: 

• Serve as first point of contact and/or gatekeeper, may monitor, prioritize, and review all incoming communications, ensuring all priority items and/or sensitive issues are clearly addressed and communicated in a timely and accurate manner, as needed, to increase client satisfaction and enhance the image of the organization.
• Professionally manage incoming calls, visitors, and internal/external correspondence; assesses information received, responds accordingly and timely, and/or discerns who and where to redirect for appropriate response and prioritizes information to address higher or lower level of response required.
• Efficiently coordinate, organize, and prepare for meetings with executive / senior management teams, board members, shareholders, and/or external constituent meetings, including scheduling, logistics, and the preparation of materials. Takes comprehensive notes (recorded or written) during meetings, ensuring accurate capture of decisions and action items, follows up, as needed, and/or required.
• Plan, organize, coordinate, file, monitor, and track special projects, as assigned (i.e., exam/audit finding responses/follow up, etc.). May have direct interaction with regulatory agencies and respective staff for all business lines and/or affiliates and involves timely and accurate report preparation and dissemination of information.
• Organize and maintain filing system and manage all confidential Bank documentation and records. Adheres to and maintains complete record of all departmental / executive office records, reports and files sent to off-site storage, per the established record retention schedules.
• Create, develop, and prepare confidential internal/external correspondence, reports, and presentations, which may include but is not limited to: announcements, press releases, visuals, handouts, financial summaries, and other confidential materials, with a high degree of accuracy and attention to detail, as needed, and requested.
• May participate in and/or leads the organization and planning for programs, events, meetings, or conferences, which may include vendor selection /contract negotiations (facilities, caterers, etc.), budget / expense management, announcements / invitations preparation, guest speakers and agendas.
• Contribute to the success of the organization with willingness to share in other executive office / division responsibilities, as well as bank-wide initiatives, as required or as assigned.

Requirements: 

• H.S. Diploma or equivalent required. Associate degree or higher in Accounting, Finance, or Business; supplemented with Business Office Management courses and/or certification; or relevant education preferred.
• 5 years recent related work experience performing executive assistant responsibilities at the “C” level, supporting a President / CEO and/or senior level executives; and thorough working knowledge of professional office administration practices and procedures, and proven ability to provide confidential and high- level administrative support in an executive office within a publicly traded company and/or financial services industry and/or community bank environment required.
• Ability to quickly grasp and understand the Bank’s business and strategic goals and objectives required.
• Business acumen, and working knowledge of corporate record keeping requirements, with the ability to research and apply legal and regulatory matters pertaining to corporate structure, governance, and regulations within the banking industry preferred.
• Working knowledge of securities regulations and NASDAQ requirements as they pertain to routine regulatory filings, reporting requirements, and filing submission deadlines, as well as a general understanding of shareholder accounting and stock transfer matters preferred.
• Proven ability to provide comprehensive, professional, responsive and exceptional level of quality service for internal and external customers, in an accurate, effective, and timely manner.
• Maintains personal composure when confronted with difficult situations, with the ability to gain trust and respect with all levels of staff and management.
• Must have the ability to deal calmly and effectively to diffuse and manage sometimes volatile and stressful situations.
• Exhibits professional and effective listening, verbal, written, and telephone etiquette business communication skills, including public speaking and effective presentation skills in a variety of formats; with the ability to read, write, speak, and understand English well; with demonstrated ability to modify writing style for various audiences and modes of communication.
• Strong problem solving, decision-making, planning, organizational, time management, data review and project management skills; with the ability to manage multiple assignments and goals, ensuring that priorities are set and commitments and deadlines are met, demonstrating a high-level of attention to detail and accuracy; with minimal to moderate direction and/or supervision.
• Ability to make independent business decisions and/or resolve non-routine questions or issues in a logical and judicious manner, and effectively collaborate with bank resources, and/or negotiate agreements and/or contracts with third parties, vendors, etc., in accordance with bank philosophy, management practices and corporate culture.
• Advanced working knowledge of professional office management administrative practices and procedures, to include excellent calendar management skills, and coordination of complex meetings and/or events, with the ability to identify gaps and implement process improvements and operational efficiencies.
• Working knowledge and understanding of debit/credit relationships with math skills to balance accounts and research and locate routine and non-routine mathematical errors.
• Ability to monitor and/or manage income and expense budget(s).
• Unquestionable integrity and demonstrated ability to maintain confidentiality in preparing, disclosing and handling information of a confidential, controversial and/or sensitive nature - required.
• Strong knowledge and experience scheduling and facilitating conference calls, in-person meetings, and webinar events, including working knowledge and support for teleconferences, Web-Ex, Go-to-Meeting/Zoom/MS Teams, meeting preparation, agenda, visual coordination and follow up.
• Proficient use and understanding of MS Office products (Word, Excel, Outlook, PPT), with the ability to understand reporting requirements and system capabilities to produce and/or analyze desired reports and ability to adapt to and learn new technologies quickly.

Working Environment/Conditions: 

• Climate controlled office environment.  
• Work involves being able to concentrate on the matter at hand, under sometimes distracting work conditions.
• Work requires regular attendance, punctuality and adherence to agreed-upon schedule with willingness to work a flexible and/or rotating schedule and or extended hours, and assist at other locations, as needed.

Physical Demands/Effort: 

• Work may involve the constant use of computer screens, reading of reports, and sitting throughout the day.
• Ability to operate a computer keyboard, multi-line telephone, photocopier, scanner and facsimile which often requires dexterity of hands and fingers with repetitive wrist and hand motion.
• Typically sitting at a desk or table; intermittently standing, stooping, bending at the waist, walking, climbing, kneeling or crouching to file materials.
• Occasional lifting and/or moving up to 10 lbs. (files, boxes, etc.).

The above statements are intended to describe the general nature and level of work being performed and are not an exclusive list of all qualifications for this position. 

Heritage Bank is an Equal Opportunity Employer 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability, or any other basis protected by applicable law. 

Job applicants have certain legal rights. Please click here for information regarding these rights. 

If you need assistance completing the online application, please email: HBRecruiting@HeritageBankNW.com 

Salary Range Disclaimer

The base salary range represents the min, mid and max  of  Heritage Bank’s salary range for this position. Actual salaries will vary depending on factors including, but not limited to, qualifications, experience, and job performance. The range listed is just one component of Heritage Bank’s total compensation package for full time and part time employees. Depending on position, other total compensation rewards may include, monthly, quarterly or annual incentive, and/or bonuses.

##JobCategory:Executive Office##

##Street:3615 Pacific Avenue##

##City:Tacoma##

##State:WA##

##ZipCode:91498##

##Internal:false##