The bank for a changing world

We are looking for

Sr Administrative Assistant

Apply REF: 048116

At Bank of the West, our people are having a positive impact on the world. We’re investing where we feel we can make the most impact, like advancing diversity and women entrepreneurship programs, financing for more small businesses, and promoting programs for sustainable energy. From our locations across the U.S., Bank of the West is taking action to help protect the planet, improve people’s lives, and strengthen communities. We are part of BNP Paribas, a global leader supporting the UN Sustainable Development Goals (SDGs). Yes, we’re a bank, but as the bank for a changing world, we are continually seeking to improve the ways we help our customers, while contributing to more sustainable and equitable growth.

Position Summary

A qualified, motivated individual to provide high level administrative support and perform a wide range of administrative duties for members of the Bank’s Legal Department.  Often will work closely with the attorneys on complex and sensitive matters, requiring tact and discretion, but must be able to work independently or within a team on special projects.  Attention to detail is critical.  Must have an adaptable and flexible work-style, able to perform in a fast-paced setting, with a proven ability to handle competing demands and priorities.  Regular and reliable attendance are essential.

In this role, you will:

  1. Handle the day-to-day administrative duties arising from the work of the Legal Department’s attorneys in the Legal Department.

  2. Input, format and revise attorney work product, including Word documents (letters, memoranda, reports), PowerPoint presentations, Excel spreadsheets and SharePoint documents, ensuring accuracy in the final product.

  3. Assist in producing a large volume of monthly and quarterly reports.

  4. Open, update and close matters on the Legal Department’s matter management system.

  5. Handle the electronic filing of emails, correspondence, memoranda and other information in the Legal Department’s document management system or other filing databases.

  6. Extract data from the Legal Department’s systems in order to create reports and visual graphics.

  7. Compose letters and memoranda based on verbal direction from the attorneys or knowledge of the Legal Department’s procedures and practices.

  8. Meet and greet visitors, clients and regulators.

  9. Schedule and coordinate meetings, including Department-wide meetings, conference calls and video conferences.

  10. Receive, screen and handle telephone calls.

  11. Arrange domestic and international travel, prepare travel itineraries and prepare expense reports.

  12. Ensure that a large number of electronic and paper files are organized and current.

  13. Maintain supplies inventory by checking stock, anticipating needs and ordering supplies.

  14. Sort and distribute incoming mail to attorneys and staff, dispatch outgoing mail and overnight packages.

  15. Perform general clerical duties, including copying.

  16. Input data into the Bank’s systems.

  17. Maintain and distribute the monthly attorney calendar.

  18. Stay current on all required Bank training.

  19. Perform other duties as assigned.

Required Education or Equivalent Experience

  • Associate’s degree (or equivalent);

  • 5+ years of administrative experience;

  • Demonstrated ability to work on own initiative with little direction, to identify issues requiring attention or escalation; and

  • Legal department or law firm experience preferred.

Required Administrative/Technical Skills

  • Fully conversant with the Microsoft Office suite of products, including Outlook, Word, PowerPoint, Excel, SharePoint and Visio.

  • Analytical skills and research capabilities.

  • Mathematical skills, including compilation of data and balancing of figures.

  • Planning, scheduling and organizational skills.

  • Composition and proofreading skills, with strong attention to detail and accuracy.

  • Written and verbal communication skills.

  • High level of professionalism.

  • Administrative skills, e.g., typing, filing and answering phones, including business telephone protocol.

Equal Employment Opportunity Policy

Bank of the West is an Equal Opportunity employer and proud to provide equal employment opportunity to all job seekers without regard to any status protected by applicable law. Bank of the West is also an Affirmative Action employer - Minority / Female / Disabled / Veteran.

Bank of the West will consider for employment qualified applicants with criminal histories pursuant to the San Francisco Fair Chance Ordinance subject to the requirements of all state and federal laws and regulations.

Primary Location: United States-California-San FranciscoJob Type: Full-timeJob: Administrative / Clerical