Executive Coordinator & Assistant Corporate Secretary

Summary of Position

Serve as the CEO’s trusted operational partner while owning board and governance administration for a publicly traded commercial bank with $3 billion in assets. This high-trust role manages executive workflows—including support for the CEO’s Bank President—board logistics, and corporate secretarial support, ensuring seamless execution across strategy sessions, regulatory meetings, board deliberations, and stakeholder engagements.

Key Responsibilities

• CEO and Bank President Support (40%):
  • Proactively manage the CEO’s and Bank President’s calendars, travel, and priorities, optimizing time for strategic, regulatory, investor, and client interactions.
  • Draft correspondence, briefing materials, and presentations for both executives; screen communications and provide concise summaries with recommended actions.
  • Cook up C-suite interactions, preparing the CEO and Bank President for ALCO, risk, audit, and earnings discussions.
• Board Administration (40%):
  • Plan and execute board and committee meetings: develop annual calendars, issue notices, manage RSVPs, handle logistics (virtual/hybrid setups, director travel), and distribute secure board books via portal.
  • Collect, organize, and version-control management reports; track deadlines and ensure completeness.
  • Record and distribute minutes, resolutions, and action items; follow up rigorously with executives to close loops.
  • Maintain governance records: attendance, charters, director onboarding, and committee rosters.
• Board Secretary Support (20%):
  • Aid with compliance for board processes under corporate law, NASDAQ/SEC rules, and banking regs (e.g., meeting quorums, consents, approvals).
  • Draft/format minutes, resolutions, and policies; support D&O questionnaires, related-party disclosures, and proxy/10-K governance sections.
  • Act as liaison for director inquiries, routing sensitive matters appropriately.

Qualifications

• 7+ years executive/ board support experience, ideally in banking/financial services or public companies.
• Expert in board portal software (e.g., Diligent, Nasdaq Boardvantage); proficient in MSOffice, Zoom/Teams; familiarity with banking regs a plus.
• Exceptional judgment, discretion, and poise under pressure; strong writing, project management, and relationship skills.
• Bachelor’s degree; governance certification (e.g., GAT, CGS) preferred.

Pay

Negotiable based on experience and qualifications.

Schedule

Full-time position.