Executive Assistant To Ceo

Under minimal supervision, responsible for performing complex secretarial and administrative duties in support of the President & CEO and Board of Directors. The Executive Assistant prepares Board of Directors’ meeting agendas, coordinates fees and expenses, takes minutes, and assists with the annual election of Directors. Maintains permanent corporate records of the Bank and responds to requests for information from the President & CEO, Directors, and regulatory agencies,

MAJOR RESPONSIBILITIES

• Initiates, prepares, coordinates, and is responsible for administrative duties in support of the President & CEO.
• Act as liaison between the President and management personnel, board members, visitors, etc.
• Receive and screen calls; answer routine and specific questions, take accurate messages, and keep the President informed of identity and nature of calls handled during his absence.
• The Executive Assistant oversees the creation of corporate records, ensuring they are accurate, protected, indexed, and kept up to date, all in accordance with law and compliance requirements.
• Responsible for coordinating the Annual meeting. The Executive Assistant is responsible for the preparation and distribution of the proxy statement, the meeting script and agenda, and the briefing materials. Oversees the soliciting of the proxies, tabulating and reporting the vote, and the Annual Report.
• Compose and type correspondence, memos, presentations, confidential material, etc.
• Act as record keeper at various Board and committee meetings. Prepare agendas, attend meetings, transcribe minutes, submit drafts for approval and distribute same.
• Prepares and distributes material for Management's Executive Committee and for Board of Directors and Board Committee meetings. For the Board Meetings and Committee Meetings, this includes: drafting initial agendas and requests received, transmitting the agenda package to the participants, attending meetings, drafting minutes and maintaining minutes and records of the meetings.
• Serve as the keeper of the corporate seal, sign documents requiring the signature and corporate seal. Maintain and safeguard corporate minutes (and other minutes/records) as appropriate and necessary.
• Establish & maintain office files for the President and safeguard the confidentiality of those files & records.
• Responsible for maintaining Bank policies in centralized outlook folder.
• Provide support to the Board of Directors for conduct of Board meetings.
• Schedules and coordinates meetings, conference calls, and other executive events; informs attendees/participants of function dates and times.
• Supervises logistical arrangements for Executive Committee and Board of Directors and Board Committee meetings, and maintenance of: Executive Assistant's files, Director attendance records, and preparation of invoice payment request forms in connection with Board and Committee retainers and fees, and other invoices in connection with Board and Committee meetings.
• Performs general office duties including fax correspondence, copying, filing, receiving/sorting mail.
• Performs other duties as assigned.

High School Graduate or equivalent related business experience. Additional college level courses, or secretarial/business school training is desirable.

Minimum of 5+ years executive secretarial experience required.

Related banking experience preferred. Exposure to Executive Assistant function preferred.

Excellent verbal and written communication skills are required.

Understanding of Board of Directors meetings and related coordination.