Executive Assistant - Legal & Finance

The Executive Assistant to Legal and Finance will provide high-level administrative support to the General Counsel (GC), Deputy General Counsel (DGC), and Chief Financial Officer (CFO). This role will provide comprehensive support for the GC, DGC, and CFO, including serving as a key point of contact for internal employees and external business partners. The ideal individual will be proactive in approach, possess excellent judgment in a variety of situations, demonstrate superior written and verbal communication skills, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities.

In line with established policies and procedures, working with minimal supervision and direction, this role performs a wide variety of administrative and staff support services. This role will operate under the direct supervision of the GC,DGC, and CFO and will assist other internal attorneys and Finance leaders as assigned. This role will interact professionally with the Mechanics Bank (“MB”) Board of Directors (“Board”), Management committees, and senior executives utilizing excellent verbal and written skills. This role will frequently interact with management within and outside of the company, comfortably communicating with customers, vendors and visitors and flawlessly handling confidential and critical details. This role will also be responsible for anticipating the needs of the executive and internal teams and flexibly accommodating work schedules. This role will be responsible for greeting guests; screening calls; managing calendars; making travel, meeting and event arrangements; maintaining records; and preparing reports, financial data and communications. This role works with the entire legal team across the broad range of legal initiatives on a daily basis including litigation, intellectual property, corporate governance, licensing, mergers and acquisitions, and general legal and regulatory compliance matters. This role performs a variety of complex and confidential duties in assisting the GC,DGC, CFO and legal/finance teams using tact, diplomacy and discretion, and exercise independent judgment.

What you will do:

• Manage complex, fast-changing calendars, using sound judgment in mapping out day-to-day meetings, events, and responsibilities. Plan, coordinate, and ensure schedules are thoughtfully and effectively constructed with an eye to supporting expressed priorities.
• Arranges Board and committee meetings (including preparing “Board packages”, “committee packages”, making meeting arrangements, etc.) and assists in conducting meetings by operating equipment, scheduling presentations, etc., as assigned. As requested, provides reports for and interacts with government and regulatory offices on matters affecting MB. Drafts letters, reports, and various other communications and documents. Collects and analyzes information and initiates communications including responses to basic client and department concerns. Produces information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. Performs all other job duties as assigned by a supervisor.
• Administer programs, projects and/or processes specific to the operating unit assigned.
• Conserves the executives’ time by reading, researching and routing correspondence. Maintains the executive’s appointment schedule by planning and scheduling meetings, conferences and travel. Assists clients and staff, in person or on the telephone, and answers or directs inquiries to the appropriate party. Maintains client and staff confidence and protects operations by keeping information confidential. Maintains and monitors expenses and invoices approved by executives.
• Organize internal and external meetings, including logistical and substantive preparation (i.e. securing venue, ordering/setting up catering, and managing communication to employees).
• Completes projects by assisting, coordinating and following up on results. Maintains information and provides historical reference by organizing and filing records in a secure and retrievable manner. Maintains professional and technical knowledge by reviewing professional publications and establishing personal networks. Contributes to a team effort by accomplishing related results as needed in support of the executive’s goals and objectives.
• Frequently compose, proofread, and finalize complex corresponden…