Executive Assistant and Corporate Secretary Administrator

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Executive Support

• Provides a variety of complex and routine administrative and governance support for the VPs.

• Maintains daily calendar and schedules meetings of the VPs.

• Receives inquiries and identifies priorities for the attention of the VPs.

• Arranges and coordinates domestic and international travel.

• Administers expenses, including expense tracking and preparation of expense reports, clearing corporate cards in the Travel and Entertainment (T&E) platform and processing invoices, and recovering expenses from subsidiaries.

• Develops and maintains a filing system.

• Performs a variety of other administrative duties and support as required. This includes regular interaction with members of the Board and executive management across all business lines and corporate functions, the internal and external auditors, regulators, shareholders and other stakeholders.

Administrative Operations

• Supports the VPs with the development and distribution of strategic department communications to ensure the strategy, goals and department initiatives are understood globally.

• Supports the development and distribution of documentation including procedures, presentations, correspondence, attestations, and business plans.

• Oversees the centralized tracking and record maintenance of employee vacation, remote work and absences, BCP contact lists and learning development.

• Supports the planning and execution of department events including team meetings, town halls, strategy sessions, conferences, and celebrations.

• Supports the onboarding and offboarding activities of employees within the department, which includes requesting equipment set-up and system access.

• Other duties as assigned.

Board Services Support

• Coordinates logistics related to the Bank’s Board and Committee meetings and related matters. This would involve complex calendaring related to meeting notices/invitations, tracking attendance, preparing Board and Committee attendance sheets and seating plans, arranging transportation (air and ground), accommodation, event space, food/beverage, technology, etc. as well as providing meeting day set-up and support, and processing of related expenses. This activity involves liaising with both internal departments including communications, events, technology, and many external service providers.

Ensures hotel and land transfer arrangements are made for out-of-town directors and liaises with directors’ offices; secures a hotel contract annually with the preferred supplier.

• Coordinates meetings for the Chair of the Board and directors with executive management and external stakeholders.

• Monitors the Board Services’ general inbox, responding to logistical inquiries, ensuring dissemination of information to other Board Services team members and follow-up on matters, as necessary.

Records Management

• Executes information management and disposition processes, both paper and digital, in compliance with Bank’s records management policies and procedures and considering department requirements, including the creation, organization, maintenance, classification and disposition of records.

• Provides support and assists the department with records management initiatives and provides guidance and training on the Bank’s records management requirements.

Other

• Assists with various regulatory, internal and external audit requests, as required.

• Supports year-end by assisting with data verification and proofreading.

• Supports year-end by updating and tracking numerous shareholder forms, specifically the Notice of Availability and all annual meeting voting forms, including handling the French and Spanish translation as applicable.

• Supports the maintenance of the Bank’s website, as it relates to corporate governance documents, by liaising with the Work Front team to ensure updates are made with integrity and within deadlines; this includes coordinating translation of documents.

• Supports the Business Continuity Plan (BCP) planner by assisting with testing (e.g., Call tree, VPN, walk-through) and collecting, reviewing, and updating information as required.

• Support various…