Board Governance Administrator

Description

Position Summary:

This position is responsible for managing all aspects of Board of Directors administration to include executive level support for corporate governance, meeting logistics, board package preparation, meeting minutes, maintenance of corporate records, and related executive communications. The incumbent also provides administrative support for community sponsorship activities, corporate travel, and convention administration. The role serves as a key liaison among senior leadership, directors, community partners, and event organizers, while ensuring timely preparation of materials, effective meeting execution and follow-up, accurate records management, policy administration, and appropriate communication.

Key Responsibilities:

Board Governance & Administration:

• Serve as the primary administrative liaison for the Board of Directors and board committees.
• Coordinate board and committee meeting schedules, calendars, governance cycles, and related planning deadlines.
• Prepare, assemble, review, and distribute board and committee meeting packages in accordance with established timelines.
• Maintain and manage electronic board portal content, governance records, committee charters, director information, board resolutions, and historical archives.
• Coordinate meeting logistics, including scheduling, location or virtual meeting setup, technology, materials, refreshments, and attendance tracking.
• Draft, maintain, and distribute meeting agendas in coordination with senior leadership and committee chairs.
• Attend board and committee meetings and prepare accurate minutes reflecting discussions, decisions, resolutions, action items, and the distribution of follow-up information.
• Coordinate board member onboarding, orientation materials, director education support, governance calendar updates, and annual board evaluation logistics in conjunction with the Bank President & CEO and the EVP & Chief Operating Officer.

Executive Support & Board Communications:

• Assist in the coordination of communications among the Board of Directors, committee chairs, and senior leadership, in partnership with the President & CEO and EVP & COO.
• Assist senior leadership with the preparation, collection, review, and formatting of board reports, presentations, and supporting documentation.
• Monitor and act on board deliverables, reporting deadlines, recurring governance requirements, and meeting follow-up items.
• Handle confidential governance information with discretion, sound judgment, and a high degree of professionalism.
• Provide administrative support for governance-related projects, policy updates, and special initiatives.

Corporate Travel & Convention Administration:

• Coordinate corporate travel logistics for directors, senior leadership, and designated Bank representatives, including conference registrations, hotel accommodations, transportation arrangements, meals, itineraries, and related travel materials.
• Maintain a centralized calendar of conventions, conferences, association meetings, director education programs, and other external events requiring Bank Board director and senior leadership participation.
• Monitor registration deadlines, sponsorship opportunities, lodging cutoffs, travel requirements, and attendee commitments to support timely planning and cost-effective coordination.
• Prepare and distribute travel packets, agendas, itineraries, confirmations, event materials, talking points, and attendee information as appropriate.
• Coordinate with Accounting, Finance, and designated approvers regarding travel authorizations, invoices, reimbursements, expense documentation, and budget tracking.
• Serve as a liaison with conference organizers, hotels, travel vendors, community organizations, and other external partners to resolve logistics and support a professional Bank presence.
• Provide communications updates to conference attendees on logistics, travel, schedules, and directions to event locations.
• Maintain accurate records of corporate travel, convention attendance, registrations, payments, commitments, and related correspondence for reporting, compliance, and future planning.

Regulatory, Records & Administrative…