Job Details

Temporary Executive Assistant

Company name

Bank of Newport Inc

Organization Type

In-House

Job Type

Legal Staff

Years of Experience

Min 5 yrs required

Location

Middletown, RI

Date Last Verified

Apr 18,2018

Posted on

Mar 23,2018
Practice Area
Corporate >> Corporate - General
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Temporary Executive Assistant The candidate maintains a high level of confidentiality on all matters of business, supports the Board of Directors/Trustees in the carrying out of its fiduciary duties; ensures that the records, and minutes of the Board's actions during a Board meeting, reflect the proper exercise of those fiduciary duties; serves as a confidante and resource to the Board of Directors/Trustees and the President/CEO and is the focal point of communication with and between the Board of Directors, Senior Management, and Corporators. Possess knowledge, understanding, and independent application of Corporate Governance and Bank and Mutual Holding Company Charters and Bylaws. Assist Executive Management in implementing the necessary functions of the Executive Department, within scope of authority and expertise, to provide the highest level of service and responsiveness to both internal and external customers as well as members of the Corporation. Coordinate/prepare documents and ensure timely receipt and accuracy of material for Board and Nominating/Corporate Governance Committee meetings. Attend Board and Committee meetings as requested, compile and maintain meeting minutes. Monitor corporate governance developments and assist the Board in tailoring governance practices to ensure that governance practices are aligned with regulations as well as organizational and Board needs. Develop and maintain a file indexing system that can be used as an active archive for all ongoing and completed corporate work. Responsible for maintaining up-to-date bylaws, working closely with Nominating/Corporate Governance Committee and CEO. Monitor company policies, Board committee Charters, minutes and other processes/procedures to ensure compliance with corporate charter and bylaws. Work with Board Committee chairs to ensure all charters are current. Maintain up-dated master file of all Board approved Bank and Mutual Holding Company policies and assures their timely submission for approval. Monitor and process Board Resolutions for all areas of the organization. Work closely with the Nominating/Corporate Governance Committee in the nominating and election process of all Directors, Corporators and Officers of the Bank, Mutual Holding Company and all subsidiaries. Organize the process and tracks changes that occur between annual meetings and ensures that proper actions are taken, if required, to maintain adherence with regulations between annual elections. Direct the activities related to the annual meeting of the Corporators, present the opening notice, compile and maintain the minutes of the annual meeting of the corporation. Facilitate the orientation of new Directors/Trustees and assist in Director/Trustee Training and Development. Serve as a liaison for directors, officers, and Corporators. Maintain all corporate documents and records, including the MHC,Bank, Insurance Agency and Board Committees. Prepare and reconcile Trustee/Director Fees and Deferred Compensation payment schedules and submit to Finance Department and Human Resources Department for payment. Archive meeting attendance sheets, payment schedules and all other pertinent information in accordance with Record Retention Policy. Prepare and monitor the annual budget for the Executive department. Executive Department Budget includes such items as professional services, subscriptions, business development, etc. Act as a resource to management, various agencies, and regulators/auditors for corporate-related information. Arrange, organize, and prepare for Trustees/Directors retreats and/or seminars. Coordinate and organize various Corporator gatherings throughout the year. Oversee the operational and administrative activities of the Executive Department. Field inquiries and provide support and direction to all departments within the organization, acts as central point of information and guidance. Research and respond to inquiries or complaints made to the executive area and refer to appropriate department/individual. Serves as contact for organizations within the industry (i.e. Mass. Bankers Assoc., RIBA, etc.) to ensure their directories are current. Writes and distributes various types of correspondence. Works the Strategic Planning Admin to ensure adequate backup of both positons. Provide administrative support to the President/CEO and the Chairman of the Board. As requested, provides administrative support to five other Executive Vice Presidents and Chairperson of the Nominating/Corporate Governance Committee. Serves as back up to the Disaster Recovery/System Administrator for the Executive Department. Research and provide corporate historical information as required. Perform related and unrelated duties as may be required. Must have Associates degree or the equivalent of 5 years in Executive Administration or Corporate paralegal support in a high volume capacity. Conceptual forethought and planning acumen. Demonstrated proficiency in all Microsoft Office programs. Must have proven experience in developing and maintaining an file indexing system. Must be able to maintain strict confidentiality of all matters.

Additional info

Requisition ID1122

Company info

Hiring Coordinator
Bank of Newport Inc
12 Turner Rd.
Middletown, RI 02842

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