Corporate Secretary/Executive Assistant
Location: Chambersburg, Pennsylvania
Description: F&M Trust is at present looking to employ Corporate Secretary/Executive Assistant right now, this position will be assigned in Pennsylvania. More details about this position opportunity please read the description below. DESCRIPTION
SUMMARY OF POSITION:
Responsible for performing a variety of secretarial and administrative duties to assist the bank's! Chief Executive Officer; performing administrative duties to support the achievement of strategic objectives, proper corporate and bank reporting, shareholder relations, etc.; coordinating work with other personnel; complying with operating policies and procedures; communicating with appropriate personnel; responding to inquiries or requests for information; maintaining appropriate records and providing assigned reports.
The hired individual will be trained until April 2014 and will move into the position when the incumbent retires.
DUTIES
KEY ACCOUNTABILITIES:
1. Performs various secretarial and administrative duties to assist the President and CEO of which the following are illustrative:
- Types letters, correspondence, reports, memos, and other relevant papers; utilizes word processing Excel worksheets and PowerPoint to prepare documents as appropriate. Drafts routine correspondence as appropriate.
- Responsible fo! r multi-line phone system; answers telephone in a friendly and! courteous manner; assists callers if possible or transfers calls to the proper individual or department; takes messages.
- Assembles data as necessary to answer correspondence; composes, types, and signs some standard letters of reply within scope of authority.
- Files and organizes documents, forms, reports, and other related information.
- Opens, sorts, and prioritizes incoming mail as assigned; evaluates and routes incoming mail and assembles related information.
- Prepares materials needed for Management Meetings; prepares materials for Quarterly Managers Meetings; makes arrangements for facility and plans menu.
- Coordinates the collection of updates to the Strategic and Technology plans each month; types updates and distributes to Strategic Planning Committee.
- Prepares and updates annual Corporate Calendar.
- Greets visitors and directs them to proper personnel.
- Schedules and alerts the Chief Executive Offic! er to date and time of meetings, conferences, etc.; assists him/her in scheduling, arranging appointments, interviews, business trips, etc.; maintains a schedule of commitments to avoid conflicts; makes travel and hotel reservations as directed; makes reservations for meetings.
- Maintains records and files, often of a confidential nature.
- Contacts individuals in the bank or at other companies to give or obtain information, as directed and within policy.
- Prepares, sorts, and mails printed information and correspondence.
- Contact person for shareholder inquiries.
- Processes requests from current or new shareholders to purchase or sell Franklin Financial stock through a broker or the Dividend Re-Investment Plan (DRIP) program.
- Assists shareholders with stock transfer, obtains the necessary legal documents and ! forward to Transfer Agent.
- Assists with maintenance items to e! nsure that our shareholder records are accurate.
- Researches shareholder problems such as lost dividend checks, total shares owned, etc.
- Works to maintain positive shareholder and Director relations; develops communications vehicles and seeks to exchange information with shareholders and Directors.
4. Researches, prepares, and files SEC Section 16 Filings for Directors and Insiders; monitors compliance with the Insider Trading Policy and other regulatory requirements as imposed by the Sarbanes-Oxley Act, the SEC, etc.
5. Performs administrative duties to support the achievement of strategic objectives, proper corporate and bank reporting, shareholder relations, etc., of which the following are illustrative:
- Oversees t! he maintenance of corporate records, e.g., shareholder accounts, corporate bylaws, corporate minutes, committee charters, etc.
- Assists the Chairman of the Board and the Chief Executive Officer in the execution of their duties by informing all directors and executive officers of all meetings, preparing Board and Committee meeting schedules and agendas, assembling necessary data for meetings, preparing meeting documents, maintaining attendance records of all Board and Committee meetings, distributing monthly directors' fees, and maintaining records of deferred compensation plan for directors.
- Attends bank and parent corporation Board meetings, Board Committee meetings as assigned, and other special meetings; takes minutes and prepares formal minutes for Board and Committee meetings; records proceedings and maintains a file of all minutes and other records for future reference.
- Supports the achievement of the bank and parent corporation strategic pla! ns in various ways, as assigned by the Chief Executive Officer.
- Prepares proxy and annual meeting documents in coordination with SEC Counsel.
- Coordinates mailing of financial information and annual meeting material to shareholders and nominee holders.
- Prepares Notices of Meeting and Written Consents for other entities.
- Contacts individuals to serve as Judges of Election.
- Coordinates the proxy tabulation.
- Collects information from Directors and Officers and prepares Conflict of Interest Disclosure Report.
- Maintains a current Officer Listing.
- Prepares Reorganization Meeting agendas.
QUALIFICATIONS
REQUIRED EDUCATION:
A B.S. or B.A. degree in a rela! ted field of study or equivalent knowledge.
REQUIRED EXPERIENCE:
A minimum of seven (7) years' experience in related secretarial positions normally required. Previous experience with personal computers and office equipment required.
REQUIRED SKILLS:
Must possess strong oral communication skills (including excellent telephone etiquette); good math skills with high degree of accuracy; a working knowledge of bank products and services, along with the operational policies and procedures that impact these products; moderate composition skills; and, strong analytical skills. Must have the ability to deal tactfully and efficiently with the public and other employees. Must be able to organize work and determine priorities. Must demonstrate proficiency in operating office equipment including personal computer, calculator and fax machine. Proficiency or sufficient knowledge of word-processing and spreadsheet software required. KEY ACCOUNTABILIT! IES:
1. Performs various secretarial and administrative duties! to assist the President and CEO of which the following are illustrative:
- Types letters, correspondence, reports, memos, and other relevant papers; utilizes word processing Excel worksheets and PowerPoint to prepare documents as appropriate. Drafts routine correspondence as appropriate.
- Responsible for multi-line phone system; answers telephone in a friendly and courteous manner; assists callers if possible or transfers calls to the proper individual or department; takes messages.
- Assembles data as necessary to answer correspondence; composes, types, and signs some standard letters of reply within scope of authority.
- Files and organizes documents, forms, reports, and other related information.
- Opens, sorts, and prioritizes incoming mail as assigned; evaluates and routes incoming mail and assembles related information.
- Prepares materials needed for Management Meetings; prepares materials for Quarterly Managers Meeting! s; makes arrangements for facility and plans menu.
- Coordinates the collection of updates to the Strategic and Technology plans each month; types updates and distributes to Strategic Planning Committee.
- Prepares and updates annual Corporate Calendar.
- Greets visitors and directs them to proper personnel.
- Schedules and alerts the Chief Executive Officer to date and time of meetings, conferences, etc.; assists him/her in scheduling, arranging appointments, interviews, business trips, etc.; maintains a schedule of commitments to avoid conflicts; makes travel and hotel reservations as directed; makes reservations for meetings.
- Maintains records and files, often of a confidential nature.
- Contacts individuals in the bank or at other companies to give or obtain information, as directed and within policy.
- Prepares, sorts, and mails printed information and correspondence.
4. Researches, prepares, and files SEC Section 16 Filings for D! irectors and Insiders; monitors compliance with the Insider Trading Policy and other regulatory requirements as imposed by the Sarbanes-Oxley Act, the SEC, etc.
5. Performs administrative duties to support the achievement of strategic objectives, proper corporate and bank reporting, shareholder relations, etc., of which the following are illustrative:
- Oversees the maintenance of corporate records, e.g., shareholder accounts, corporate bylaws, corporate minutes, committee charters, etc.
- Assists the Chairman of the Board and the Chief Executive Officer in the execution of their duties by informing all directors and executive officers of all meetings, preparing Board and Committee meeting schedules and agendas, assembling necessary data for meetings, preparing meeting documents, maintaining attendance records of all Board and Committee meetings, distributing monthly directors' fees, and maintaining records of deferred compensation plan for direct! ors.
- Attends bank and parent corporation Board meetings, Board! Committee meetings as assigned, and other special meetings; takes minutes and prepares formal minutes for Board and Committee meetings; records proceedings and maintains a file of all minutes and other records for future reference.
- Supports the achievement of the bank and parent corporation strategic plans in various ways, as assigned by the Chief Executive Officer.
- Coordinates refreshments at Board Meetings.
- Prepares proxy and annual meeting documents in coordination with SEC Counsel.
- Coordinates mailing of financial information and annual meeting material to shareholders and nominee holders.
- Prepares Notices of Meeting and Written Consents for other entities.
- Contacts individuals to serve as Judges of Election.
- Coordinates the proxy tabulation.
- Collects information from Directors and Officers and prepares Con! flict of Interest Disclosure Report.
- Maintains a current Officer Listing.
- Prepares Reorganization Meeting agendas.
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If you were eligible to this position, please give us your resume, with salary requirements and a resume to F&M Trust.
Interested on this position, just click on the Apply button, you will be redirected to the official website
This position starts available on: Fri, 25 Oct 2013 08:13:16 GMT
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