Corporate Secretary REQ#4753

at Citizens First Bank

Performs the official duties of Corporate Secretary as required. Attends the monthly board of directors meeting and records all board proceedings. Provides support to the Administration Officer, Executive Management, and Board of Directors. Performs a broad range of complex administrative duties of a highly confidential and/or sensitive nature on a regular basis.

 

Essential Duties and Responsibilities:

1. Performs advanced, diversified and confidential administrative duties, including Corporate Secretary duties at the Board of Director’s Meeting or other meetings. Schedules and organizes Board Committee and Directors’ meetings upon request. Prepares materials for and attends the Board Committee and Directors’ meetings. Takes notes of those meetings and all official meetings as needed. Acts as the official custodian of minutes and all proxies assigned by members; prepares minutes of those meetings, copies and distributes confidential materials as needed. Assist members of the board with routine inquiries as needed. 2. Performs vigilant security in regards to the Bank’s interests 3. Updates and maintains official board books in electronic format 4. Coordinates & oversees business travel arrangements for bank director conferences as needed 5. Coordinates with the External Auditor and Executive Vice President – Finance & Risk, the schedule deadlines for financial information for the Annual Report 6. Schedules & organizes the Annual Shareholders Meeting. Prepares & sends out annual proxy and proxy statement to Shareholders. Manages the receipt of proxies from Shareholders in preparation for the Annual Shareholders Meeting. 7. Prepares Shareholder correspondence as needed 8. Prepares and submits Branch Applications with Regulatory Agencies, in addition to routine correspondence as needed (i.e. changes in locations, Directors, etc.) 9. Files the corporate annual reports with the State of Florida for Citizens First Bank and Villages Bancorporation, Inc., and Two Downtown Condominium Owner’s Association. Files amendments to annual report, company bylaws, and articles of incorporation as necessary. 10. Prepares memos, correspondence, spreadsheets, and presentations as directed 11. Manages other corporate responsibilities as assigned 12. Position specific compliance and other trainings as required 13. Other duties as assigned

 

Minimum:

High school diploma or equivalent, three or more years’ experience providing support to Executive level management. Requires broad and comprehensive experience, skill and knowledge of organizational policies and practices. Excellent verbal, presentation and written communication and grammar skills necessary to compose edit and or proof business correspondence and reports using standard business & banking vocabulary. Strong interpersonal skills. Able to interact effectively with people to explain department procedures, practices and requirements. Required to maintain confidentiality. Able to make decisions and resolve issues regarding matters of importance. Able to rapidly acquire detailed knowledge of department and Bank policies, practices, operations and handle moderately complex administrative details. Good organizational skills. Able to determine priorities and meet deadlines. Self-starter able to demonstrate initiative. Multi-tasked. Able to work well without direct supervision. Proficiency in Microsoft Office suite of products (Microsoft Word, Excel, Power Point, and Outlook.) Able to use normal business equipment, i.e. fax copier, etc. Preferred:

Bachelor’s Degree and/or paralegal experience, three or more years’ experience as corporate secretary, experience working in financial institution, five or more years’ experience providing support to Executive level management, and experience drafting, editing and producing corporate minutes. Thorough understanding of security on behalf of the Bank and its Executive level management.


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Citizens First Bank is an equal opportunity employee and all qualified applicants will receive consideration for the employment regard to race, religion, color, sex, national origin, disability status, protected veteran status, or any characteristic protected by law. Applicants have rights under Federal Employment Laws. Please see the attached posters for more detail about your rights: Equal Employment Opportunity is the Law (EEO)Family and Medical Leave Act (FMLA), and Employee Polygraph Protection Act (EPPA).  

 


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