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Years of Experience
Date Last Verified
Executive Assistant The candidate will report to the EVP/General Counsel (EVP/GC). Will provide executive administrative support and serves as the primary point of contact for internal and external matters pertaining to the EVP/GC. Complete a variety of administrative tasks for the EVP/GC, including the following: receiving in-coming phone calls; sorting hard-copy mail; scheduling meetings and maintaining the EVP/GC's calendar; arranging travel plans; maintaining appropriate electronic and hard copy files for the Legal Department; maintaining the EVP/GC's annual professional licensing registration and other professional memberships; maintaining all electronic and hard-copy reference materials utilized by the Legal Department, including the prompt filing of all hard-copy updates for such materials; processing and maintaining appropriate records of all invoices for outside counsel and any other outside consultant services; assisting in the preparation of the annual Legal/Compliance budget; and serving as corporate notary public for matters pertaining to the Bank and its subsidiaries. Act as liaison on behalf of the EVP/GC on various matters and communicates directly with Board members, senior management and other internal staff, examiners and other representatives of various governmental authorities, and external vendors and consultants. Support the EVP/GC in his role as corporate secretary, including providing working drafts of minutes for all Board and Board committee meetings, all Charitable Foundation (CF) board of directors meetings and certain subsidiary board of directors meetings based on the EVP/GC's notes of such meetings. Work closely with the Executive Assistant to the CEO to keep informed of upcoming commitments and responsibilities, assisting when necessary. Such assistance may include gathering and uploading materials to DirectorsLink for Board meetings and arranging for catering of Board, committee and various other meetings. Directly responsible for gathering and uploading materials to DirectorsLink for certain specified Board committee and subsidiary meetings and voting engagements, and collaborating with specified members of management in assisting as necessary in gathering and uploading materials to DirectorsLink for other Board committee and CF meetings. Coordinate and serve as primary point of contact for all regulatory examinations, including responsibility for onsite logistics, correspondence, data gathering, recordkeeping and meeting facilitation. Work with EVP/GC's direct reports to assist as needed with special projects within and outside the Legal department. Distribute parking vouchers, manage petty cash transactions and generate monthly reporting for accounting purposes. Work closely with the Executive Assistant to the CEO on annual and mid-year Corporators meetings, including assisting with pre-meeting logistical preparation, publishing legal notice in local newspaper and mailing notice to Corporators, preparing agenda and materials and uploading to DirectorsLink, attending each meeting and assisting with attendee registration. Responsible for new director, trustee and corporator set up, including mailing of appropriate paperwork, DirectorsLink set up, payroll, and gathering and maintaining contact information. Prepares, distributes and works with Chair of Corporate Governance and Nominating Committee in compiling results of the annual directors and trustees self-assessment survey. Prepares and distributes annual questionnaire for directors, trustees, executive officers and corporators. Updates and maintains Regulation O list of insiders and related interests for internal lending and regulatory reporting purposes. Responsible for quarterly risk control testing (FDICIA) as determined by the Risk Management Department. Assists in preparation of CSB and CFG annual reports filed with regulatory authorities and annual corporate insurance renewal applications. Establish and maintain effective working relationships with all levels of bank employees and customers. Work closely with CEO Executive Assistant to provide additional support and backup as needed. Contribute to the effective team management of all bank problems, issues and opportunities. Perform additional duties as required. Provide occasional overtime support as necessary.
Qualification and Experience
The candidate should have college education, plus specialized administrative training or related work experience. Must have 3-5 years of administrative experience supporting senior manager(s). Experience within a bank or other financial services organization is required. Paralegal experience is a plus. Knowledge of bank's policies, practices, and operations is required. Should be computer savvy, including advanced PC skills in MS Word, Excel, PowerPoint, and Outlook.
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