Executive Assistant
1 month ago
SUMMARY:
Position performs Corporate Secretary responsibilities including preparing Board of Director minutes, proxy preparation and maintaining BOD books. Position managing Bank's insurance policies. Prepare correspondence, answer telephones and complete miscellaneous duties for the CEO and the President of the Bank.
PRINCIPAL ACCOUNTABILITIES:
Time: Description:
10% Administrative duties, which include, processing incoming and outgoing mail and answering and screening calls.
10% Prepare for monthly meetings for the Board of Directors, Fidelity BancShares (N.C.), Inc., Compensation Committee and the Audit Committee. Prepare a Board book for the Corporate Secretary and the CEO for all Board meetings. Review meeting material to ensure it's uploaded in the Board file and sent to the Board prior to meetings.
10% Attend the monthly meetings for the Board of Directors of Fidelity Bank, Fidelity Bancshares (NC), Inc., Compensation Committee and Audit Committee meetings and take official minutes.
10% Prepare the official minutes of the meetings and maintain minute books of the Board of Directors, Fidelity Bancshares (NC), Inc., Compensation Committee and the Audit Committee meetings.
10% Transfer Agent for Fidelity BancShares (N.C.), Inc. stock. Transferring of Fidelity BancShares (N.C.), Inc. stock, and maintaining accurate records for the holding company.
10% Preparation of the Proxy and the other reports for the annual meeting of the Board of Directors and the holding company.
5% Preparation of the Dividend Checks for the stockholders, which means to verify that the dividend checks are accurate and correspond to the stock ledger information. Maintain all records of transfers and send out quarterly financial reports to the stockholders.
5% Preparation of reports for the FDIC and N.C. Commissioner of Banks. Preparation of the annual reports for Fidelity Bank and Fidelity Bancshares (N.C.), Inc. for the State of Delaware and the State Corporation Commissions in Virginia. Submitting payment for annual fees.
5% Renewing the insurance license with the North Carolina Department of Insurance. Also, handling of insurance for property, auto, banker's bond and worker's comp. Obtaining quotes for annual renewal of insurance for property, auto, banker's bond, worker's comp. Handle claims for property, auto, and banker's bond.
5% Daily review of all expense checks for the accounting department.
5% Purchasing Agent for bank supplies, forms, etc. Check all invoices for all the branches, verifying accuracy and then setting up for payment. Maintaining control of supplies and checking prices in order to save money for the bank.
5% Preparation of credit reports for the call report and for Reg. O purposes showing all credit exposure of the Directors of the Bank.
5% Submitting monthly payments for credit cards, utilities, transportation and cell phones.
5% Prepare monthly birthday cards for CEO.
BASIC QUALIFICATIONS:
High school diploma or GED with 4 years of banking or executive administration experience or an equivalent combination of education and experience.
ADDITIONAL QUALIFICATIONS:
* Possess proficiency with a personal computer utilizing related software.
* Ability to work independently with limited supervision.
* Ability to type and proof documents as needed.
* Ability to work well with others.
* Possess excellent communication skills, oral and written.
* Ability to interface (orally and in writing) with all levels of associates and customers in a professional and diplomatic manner.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.
They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Affirmative Action/Equal Opportunity Employer
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