Executive Assistant

Position Summary:
The Executive Assistant provides a wide range of administrative and support services to Alerus' executive leadership team, using discretion in decision making while performing the job responsibilities. This position's primary role is to ease the workload of the executive team by taking on administrative duties, corporate board management, and planning company events. This position also acts as Assistant Corporate Secretary, supporting the Corporate Board Secretary and various Board committees.
Essential Responsibilities:
Job Function 1: Executive Support, Administration, and Event Management - 50%

• Assume ownership and responsibility for special projects assigned by executives, coordinating activities with internal staff at all levels of management.
• Plan, coordinate, and perform various support needs for executives, such as preparing reports or presentations, drafting agendas, researching information, and distributing or publishing meeting agendas and materials.
• Manage calendars and schedules for multiple executives. Coordinate internal and external meetings, conference calls, video conferences, ensuring all necessary resources are in place.
• Ensure proper budgeting for all events through cost center/general ledger coding and approvals of invoices and expenses.
• Oversee meeting/event management from start to finish, including negotiating rates and discounts, planning and tracking annual budgets, processing payments, preparing agendas and presentations, communicating with attendees, and coordinating various meeting arrangements including food, beverages, A/V, etc. to deliver high impact events for all attendees.
• Monitor, screen and respond appropriately to incoming communications between executives, clients, employees, shareholders, directors, vendors, and other key contacts.
• Maintain high level of confidentiality and professionalism; handle assignments that may be confidential in nature and use discretion on determining who has access to such information.

Job Function 2: Assistant Corporate Secretary to the Bank Board and Corporate Board of Directors - 40%

• Manages Boardvantage system, including organization and publishing of materials, updating corporate binders, user access and management, and archival/deletion of information.
• Manages corporate records appropriately for auditing, retrieval, retention, and destruction, utilizing electronic means as much as possible. Includes all committee packets and minutes.
• Supports Audit Committee by managing regulatory spreadsheets, sending approvals, and ensuring documents are properly archived and provided upon requested to internal/external auditors.
• Manages all policy approvals, including sending reminders to policy owners, maintaining policies in Nautilus, and in collaboration with audit, managing Bank Board's schedule of work.
• Manages capital expense and vendor expense approval tracking and documentation with Bank Board.
• Coordinate information for board meeting agendas; maintain close communication with other leaders to proactively inform presenters, establish timelines, and collect reports and information to prepare committee and board packets in Boardvantage; share materials with appropriate non-Board Vantage users (advisors, consultants, employees).
• Attend corporate board committee meetings, corporate board meetings, bank board meetings to take meeting minutes, ensuring minutes are properly reviewed and finalized for approval at the following meeting.
• Track corporate director attendance and expenses supporting the director of human resources and director of accounting/controller with director compensation.
• Manage corporate board resolutions, including the spreadsheet, management, and timely distribution of various resolutions, and tracking resolution approvals annually.
• Assist general council with CEO evaluations, committee evaluations, committee rosters, etc.
• Support corporate director and executive onboarding with training and maintenance of SOP checklists: Boardvantage, Concur, calendar sharing, legal and regulatory systems, board meeting duties and logistics, and other internal systems training.
• Coordinate meeting arrangements, including site reservations, meeting room and equipment setup, necessary meals, travel and hotel accommodations for executives, board members, advisors, and consultants.

Job Function 3: Support Investor Relations - 10%

• Manage investor conference schedule and coordinate executive registration, hotels, agendas, conference meetings, etc.
• Schedules and coordinates earnings calls, ensuring vendor is prepared with opening call moderator scripts, speakers have proper audio and web access, and works in partnership with finance and accounting team to monitor requests for questions on the call.
• Support quarterly earnings announcement process with pre and post blackout reminders to the executive team, in conjunction with earnings release distribution to news outlets, communicating internally to employees and directors, and ensuring timely release posting.
• Manage quarterly corporate announcement process, including dividend releases and quarterly call announcements; coordinate management, legal, and internal approval; handle distribution to news outlets, internally to employees and directors; and ensure timely release posting.
• Prepares and submits Nasdaq dividend form.
• Manage overall annual tracking of investor relations schedule.
• Manages corporate board approval of earnings releases with audit committee prior to distribution.
• Assist marketing department in maintaining updated information on investor relations website.
• Assists with annual shareholder meeting coordination and execution.

Position Requirements:
Qualifications:

• Minimum of 5 years' experience in an Executive Assistant or similar role, supporting Executive Leadership team(s) in a corporate environment.
• Ability to maintain a high level of discretion and integrity when handling confidential information.
• Excellent organization and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
• Highly detail oriented and proactive when approaching tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook).
• Experience as an Executive Assistant or similar role, supporting Executive Leadership team(s) in a corporate environment.

Physical Demands - Must be met with or without a reasonable accommodation:

• Extended periods of time sitting at a desk and using office equipment.
• Ability to operate a personal computer/laptop for approximately 8 hours per day.
• Extended time is spent reviewing physical and electronic documents.
• The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.
• Periodically, may also do light lifting of supplies and materials which weighs in at approximately 20 lbs.
• Will spend most of time in an indoor environment.

Alerus Financial is an Equal Opportunity Employer of women, minorities, protected veterans and individuals with disabilities.