What are the responsibilities and job description for the Executive Administrator & Corporate Secretary position at The Business Bank (formerly Bank of Burlington)?
Why Join The Business Bank?
We truly are what we say; we're here for our customers, and we deliver the best service with the fastest, most thoughtful solutions.
As a locally owned bank, our relationships run deep. You'll quickly get to know many of our clients by name - and our team is even closer.
We keep things down to earth, and we take pride in creating a workplace where people feel comfortable, appreciated, and motivated to grow. If you’re looking for a place where you can build real relationships, develop new skills, and enjoy showing up to work each day - you’ll find it here.
Summary
The Executive Administrator & Corporate Secretary provides high-level administrative support to the Executive Team, serves as Corporate Secretary to the Board of Directors and any Board Committees, and acts as primary liaison for shareholders. This role is responsible for coordinating executive activities, managing board governance processes, maintaining official corporate records, and ensuring effective communication between executive leadership, the Board of Directors, and the organization as a whole.
The position requires strong organizational skills, discretion with confidential information, and a thorough understanding of corporate governance practices within the banking industry.
Essential Duties
Executive Administration
• Provide comprehensive administrative support to the Executive Team, legal counsel, and regulators; including calendar management, correspondence, meeting coordination, and travel arrangements.
• Prepare reports, presentations, and briefing materials for the Executive Team.
• Coordinate and facilitate internal and external meetings, ensuring proper preparation of agendas, materials, and follow-up items.
• Maintain confidential corporate, legal, and regulatory records with professionalism and discretion.
• Serve as a liaison between the Executive Team, Directors, and external partners.
• Support requests for regulatory exams, audits, and other organizational governance-related items as needed.
• Assist management team with any administrative needs and general office management for the Vermont Financial Services Center.
• Support organization-wide employee engagement initiatives, including coordinating team celebrations, employee appreciation efforts, and all-company events.
Corporate Secretary & Board Governance
• Serve as Corporate Secretary, including recording official board meeting minutes during all board and committee meetings, recording meeting attendance and reporting director attendance, distributing completed minutes, and maintaining corporate records.
• Schedule and coordinate calendar and meeting invitations for board and committee meetings, including coordinating of meals and refreshments as necessary, and act as a primary point of contact for directors.
• Prepare and distribute agendas and packages for board and committee meetings with help from Bank Management.
• Maintain corporate records, bylaws, charters, policies, and other board governance documents.
• Ensure compliance with corporate bylaws, policies, and regulatory requirements.
• Manage regulatory and corporate filings, including annual reports, shareholder materials, and entity records.
• Coordinate all necessary board training, evaluations, and annual calendars.
• Track board action items and ensure timely follow-up with responsible parties.
• Onboard new directors and maintain records for contact information, conflicts of interest, and other regulatory disclosure requirements.
Shareholder Relations
• Serve as liaison for shareholders.
• Coordinate the Annual Shareholder Meeting, including preparing the agenda and Shareholder package, planning and facilitating the meeting, tracking attendance and votes, and certifying the voting results after the meeting has ended.
• Compile and distribute Shareholder communications quarterly in conjunction with the Executive Team.
• Manage the Bank’s electronic certificates via Carta, supervise and assist with stock transfers, and assist with Founder’s warrants to be exercised.
• Manage capital raise documentation, shareholder records, and dividend communications.
Support due diligence requests related to shareholders, auditors, regulators, and legal counsel
The position of Executive Administrator & Corporate Secretary is not responsible for the supervision of any employee(s).
Environment and Physical Activity
The incumbent is in a non-confined office-type setting in which they are free to move about at will. It may include some minor annoyances such as noise, odors, drafts, etc.
The incumbent while performing this position spends time writing, typing, speaking, listening, lifting (up to 20 pounds), driving, carrying, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), sitting, pulling, walking, standing, squatting, kneeling, and reaching.
The incumbent for this position may operate any or all of the following: telephone, smart phone, copy and fax machines, adding machine (calculator), check protector, scanner and image systems, scanning equipment, encoder, money counter, credit card terminal, typewriter, computer terminal, laptop computer, personal computer, tablet, printers, or other equipment as directed.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Qualifications
• Bachelor’s degree in Business Administration, Legal Studies, or related field; comparable experience accepted.
• 5 years in corporate governance, executive administration, or compliance roles.
• Experience supporting Boards of Directors and senior executives.
• Strong knowledge of corporate governance standards and compliance requirements.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism.
• Experience in financial services, banking, or regulated industries preferred.
• High level of integrity and discretion.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal skills and ability to interact effectively with senior leadership and board members.
• Proactive problem-solving and independent judgment.
Compensation & Benefits
- Medical Insurance
- Health Savings Account w/ company contribution
- Dental Insurance
- Vision Insurance
- Life/AD&D Insurance
- Short/Long-Term Disability
- Optional Supplemental Life Insurance
- 401(k) w/ company match
- Generous Paid Time Off Policy