SummaryThe Executive Assistant and Board Secretary plays a critical role in ensuring the smooth and efficient operations of the executive office while supporting a variety of administrative tasks and initiatives. This role will provide administrative support to multiple executives within the Executive Leadership Team (ELT) while supporting board functions, maintaining official records, and upholding the highest standards of confidentiality, accuracy, and professionalism.
Essential Duties
• Serve as a liaison between board members, team members and the Executive Leadership Team, facilitating timely and accurate communication and workflow.
• Prepare, manage, and distribute correspondence, reports, presentations, and other documents--including board agendas, minutes, resolutions, and meeting packets. Facilitate secure communication and information-sharing platforms as needed (e.g., board portals, encrypted emails systems).
• Provide comprehensive administrative support to the ELT, including calendar management, meeting scheduling, and arranging travel--which includes flights, accommodations, transportation, and itineraries.
• Coordinate and organize meetings, conferences, shareholder events, and team events. Secure venues, manage vendors, prepare agendas, and ensure all necessary materials and technology needs are prepared. Manage meeting invitations and guest lists.
• Attend board meetings, accurately record minutes, track action items, and follow up on outstanding tasks including proper documentation of board actions and decisions.
• Answer and resolve phone calls, emails, in-person visitors, and requests. Respond or redirect them appropriately.
• Maintain and organize confidential files, documents, and records, ensuring compliance with the bank's standards and legal standards. Safeguard corporate governance documents including bylaws, charters, board policies and official meeting records.
• Prioritize and manage tasks effectively, ensuring efficient and timely completion of all assignments including tracking progress, deadlines, and deliverables for key initiatives.
• Monitor emerging governance best practices and regulatory updates; recommend changes to support strong governance practices.
• Facilitate the preparation and filing of required regulatory documents, corporate resolutions, and disclosures.
• Maintain a master calendar and schedule; organize and provide logistical support for board and committee meetings (e.g. Audit, ALCO, IT, Loan). Monitor, manage, and communicate critical governance deadlines and regulatory filing dates.
• Manage office supplies, equipment, and vendor relationships, ensuring smooth office operations. Coordinate with building management or facilities as needed to maintain office space.
• Manage expense reports and process invoices for executives as needed.
• Accept and sign for deliveries and ensure proper distribution of packages. Manage the outgoing shipment of items for the Executive Leadership Team.
Secondary Duties
The Executive Assistant and Board Secretary performs duties specific to the position and other functions as assigned.
Responsibilities• Ensure compliance with all bank policies and procedures, as well as all applicable state and federal banking regulations.
• Treat people with respect, keep commitments, inspire the trust of others, work ethically and with integrity, uphold the bank’s values, and accept responsibility for one’s own actions.
• Demonstrate knowledge of and adherence to EEO policy, show respect and sensitivity for cultural differences, educate others on the value of diversity, promote a working environment free of harassment of any type, and value a diverse workforce.
• Follow policies and procedures, complete tasks accurately and on time, support the bank’s goals and values, and benefit the bank through outside activities.
• Perform the position safely, without endangering the health or safety of yourself or others, and report potentially unsafe conditions to management. Comply with occupational safety and health standards and all rules, regulations, and orders issued pursuant to the OSHA Act of 1970 that are applicable to one’s position at the bank.
• Possess and maintain a current driver's license and a vehicle with appropriate insurance coverage. Both are required to drive while performing assigned duties and responsibilities.
• Possess and maintain adequate skills in computer operation, including email, word processing, spreadsheet, and specialty software programs.
• Possess and maintain adequate typing skills to meet the needs of the position.
• Possess and maintain adequate math skills to meet the needs of the position. This may include the ability to count currency and coin, calculate interest, balance accounts, add, subtract, multiply, and locate routine mathematical errors.
• Practice effective and efficient organizational and time management skills.
• Be able to work with general supervision while performing duties.
• Use effective oral, written, and interpersonal communication skills. This includes the ability to apply common sense when carrying out instructions, interpreting documents, understanding procedures, writing reports and correspondence, and speaking clearly to customers and employees.
• Be able to deal with routine problems involving multiple facets and variables in standardized situations.
Supervisor Responsibility
The Executive Assistant and Board Secretary is not responsible for the supervision of any employee(s).
Environment, Physical, and Mental Demands
The environment for this position is primarily a non-confined office-type setting in which employees are free to move about at will. This environment may include some minor annoyances, such as noise, odors, drafts, temperatures, etc.
Physical demands include writing, typing, speaking, listening, lifting (up to 25 pounds), driving, carrying, seeing (such as close, color and peripheral vision, depth perception, and adjusted focus), sitting, walking, standing, squatting, kneeling, and reaching.
Mental demands include analytical reasoning, reading and understanding documents or instruments, performing detailed work, following directions, problem solving, providing effective customer or employee communication, performing accurate math calculations, understanding language, engaging in effective verbal and written communication, enduring stress, conducting multiple concurrent tasks, and withstanding constant interruptions.
Physical and mental demands also include correct usage of the following equipment: telephones, cellular phones, copy and fax machines, adding machines or calculators, encoders, money counters, credit card terminals, postage machines, cash recyclers, vaults, computers, and related printers.
Work environment characteristics, physical demands, and mental demands are representative of those an employee encounters while performing the essential functions of this job and represent the knowledge, skill, and/or ability required to perform the job in a satisfactory manner. Individual abilities may result in some deviation from these guidelines.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
