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Years of Experience
Date Last Verified
Deputy Corporate Secretary - Board Liaison, Vice President The candidate will report to the Corporate Secretary. Will be responsible for directly supporting the Corporate Secretary in the overall operation of the Board of Directors and Office of the Corporate Secretary. Provides a broad range of support for the Board. Interacts with and facilitates communication and the flow of information to and among the Board, Senior Management and the shareholders. Creates and maintains the overall schedule of Board and Committee meetings. Makes arrangements related to meetings, including coordinating logistical arrangements for Board of Directors and Board Committee meetings, including facilities and catering requirements and seating arrangements. Attends Board and Board Committee meetings, coordinating attendance of presenters, acting as the gatekeeper for all sessions, and assists with preparation of Board and Committee minutes. Makes arrangements and prepares and reviews documentation related to Director travel, fees and retainers, including: managing Director attendance and travel arrangements in coordination with corporate travel; reviewing Director expenses in accordance with Bank policy; and preparing payment request forms in connection with Board and Committee retainers and fees, and other invoices in connection with Board and Committee meetings. Prepares and distributes material for Board of Directors and Board Committee meetings. This includes the following, each of which involve sensitive information and time constraints: maintaining user access and settings for the electronic Board portal; reviewing and compiling Board and Committee materials for secure transmission to Directors via the electronic Board portal, including content and quality review and assessment, as well as complex portal permission setting for management of access to materials; and drafting routine resolutions and secretary certificates for resolutions. Prepares and collects Director and Officer Questionnaires. Reviews returned Questionnaires for complete responses; identifies and follows up on any issues. Reviews Federal Reserve Bank requirements for the annual filing, including any changes in requirements; compiles and reviews the Director and Officer information for the annual filing for accuracy in accordance with Office of the Corporate Secretary procedures. Drafts, revises and maintains internal procedures for the Office of the Corporate Secretary. Interfaces with and responds to requests for information from Management, shareholders, regulatory agencies and internal audit. Maintains Director attendance records and other Corporate Secretary Office files. Manages regulatory exam and audit request responses and coordinates review, and maintains security of, confidential records. Maintains custody of permanent corporate records (including minute books). Organizes and maintains written and electronic Office of the Corporate Secretary files.
Qualification and Experience
The candidate should preferably have a Bachelor's degree. Must have experience as a deputy corporate secretary, an assistant corporate secretary, governance professional, paralegal, or similar experience in corporate governance. Understanding of Board of Directors meetings and related coordination is required. Proficiency in MS Office (Outlook, Word, Excel and Power Point), and in Adobe Acrobat is needed. Should have ability to learn to use Board portal software, document management systems and subsidiary management databases.
Ref. #: 10019506-WD
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