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:
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Serve as the primary administrative liaison for the Board of Directors and board committees.
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Coordinate board and committee meeting schedules, calendars, governance cycles, and related planning deadlines.
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Prepare, assemble, review, and distribute board and committee meeting packages in accordance with established timelines.
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Maintain and manage electronic board portal content, governance records, committee charters, director information, board resolutions, and historical archives.
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Coordinate meeting logistics, including scheduling, location or virtual meeting setup, technology, materials, refreshments, and attendance tracking.
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Draft, maintain, and distribute meeting agendas in coordination with senior leadership and committee chairs.
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Attend board and committee meetings and prepare accurate minutes reflecting discussions, decisions, resolutions, action items, and the distribution of follow-up information.
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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:
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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.
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Assist senior leadership with the preparation, collection, review, and formatting of board reports, presentations, and supporting documentation.
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Monitor and act on board deliverables, reporting deadlines, recurring governance requirements, and meeting follow-up items.
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Handle confidential governance information with discretion, sound judgment, and a high degree of professionalism.
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Provide administrative support for governance-related projects, policy updates, and special initiatives.
Corporate Travel & Convention Administration:
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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.
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Maintain a centralized calendar of conventions, conferences, association meetings, director education programs, and other external events requiring Bank Board director and senior leadership participation.
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Monitor registration deadlines, sponsorship opportunities, lodging cutoffs, travel requirements, and attendee commitments to support timely planning and cost-effective coordination.
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Prepare and distribute travel packets, agendas, itineraries, confirmations, event materials, talking points, and attendee information as appropriate.
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Coordinate with Accounting, Finance, and designated approvers regarding travel authorizations, invoices, reimbursements, expense documentation, and budget tracking.
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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.
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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 Responsibilities:
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Maintain board, governance, travel, convention, and community program records in accordance with applicable retention requirements and internal records management standards.
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Support audit, compliance, and examination requests related to board governance documentation, minutes, resolutions, attendance records, community giving records, and related administrative materials.
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Ensure records are complete, accurate, properly organized, and readily accessible to authorized individuals.
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Maintain the corporate policies for annual review and approval, tracking, and distribution.
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Identify opportunities to improve workflow, documentation standards, board package assembly, travel coordination, convention planning, and administrative processes.
Support Bank products/services:
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Maintain knowledge of current Bank products and services. Actively utilize as many Bank products and services as possible in order to fully understand their features and benefits and to be able to communicate effectively with customers and prospective customers.
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Talk to customers and listen for cues and clues to determine needs; respond to customer inquiries and evaluate their needs; suggest Bank products/services to customers to meet their needs; make referrals to other Bank personnel as appropriate.
Community/public relations:
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Actively participate in community organizations and events as appropriate. Represent the Bank professionally in the community and support coordinated Bank participation in sponsored events, conventions, and community activities.
Other Duties:
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Manage the fast-paced administrative needs of the President & CEO and EVP & COO while balancing multiple priorities and meeting deadlines.
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Demonstrate reliable attendance and punctuality.
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Attend internal and external training to improve skills and knowledge relevant to the position.
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Comply with all Federal and State banking regulations and all Bank and department policies and procedures.
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Meet or exceed established objectives and performance standards for the Corporate Governance Administrator.
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Understand and fully comply with Kennebec Savings Bank’s Core Values.
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Perform other duties as required.
Positions Reporting to This Position:
Requirements:
Education & Experience:
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Bachelor’s degree in Business Administration, Communications, Management, Legal Studies, or a related field preferred. Master’s degree in business administration preferred.
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Minimum of 3 to 5 years of progressively responsible administrative, executive/senior leadership support, governance, project coordination, travel/event coordination, or community relations experience.
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Experience supporting senior executives, boards of directors, board committees, or comparable governing bodies preferred.
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Extensive knowledge of corporate administration, clerical procedures, and recordkeeping systems, recording of meeting minutes, calendaring, and conference event management.
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Experience in financial services, corporate governance, nonprofit administration, community relations, charitable contribution administration, travel coordination, or conference/convention administration is desirable.
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Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
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Demonstrated proactive approaches to problem-solving with strong decision-making capability.
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Highly resourceful team-player, with the ability to also be effective independently.
Skills & Competencies:
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Exceptional organizational, follow-through, and project coordination skills.
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Strong written communication skills, including the ability to prepare professional meeting minutes, agendas, correspondence, and reports.
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High degree of discretion, judgment, professionalism, and confidentiality.
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Strong attention to detail and accuracy, particularly in minute preparation, board package assembly, donation tracking, payment documentation, travel logistics, and convention coordination.
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Ability to manage multiple deadlines, recurring governance cycles, travel arrangements, event logistics, and competing priorities in a fast-paced environment.
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Proficiency with Microsoft Office applications, board portal technology, calendar management tools, and basic recordkeeping/reporting systems.
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Strong interpersonal and relationship-building skills with directors, executives, staff, community partners, vendors, conference organizers, and external stakeholders.
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Ability to work independently, anticipate needs, solve administrative problems, and escalate issues appropriately.
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Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with keen attention to detail.
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Expert-level written and verbal communication skills, as well as spelling, grammar, and proof-reading skills.
Physical & Technical Requirement
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Must possess a valid driver’s license, the use of a serviceable automobile that is properly registered, and proper liability automobile insurance as required by state law.
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Must be able to coordinate meeting, travel, training, convention, and event logistics effectively and professionally.
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Must be able to work collaboratively with senior leadership, directors, managers, community partners, vendors, and external event organizers.
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Must be comfortable communicating with all levels of Bank management and representing the Bank in a professional manner.
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Must be able to type minimum of 60 words per minute with accuracy.
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Must be able to spend extended periods of time operating a computer keyboard and working at a computer monitor.
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Must be able to use the telephone to converse with customers, coworkers, directors, vendors, and external partners for extended periods of time; must be able to communicate clearly by telephone; must have good listening ability and skills.
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Must be able to prioritize and organize workflow; must have good attention to detail; must be able to handle multiple jobs and recurring deadlines.
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Must have the ability to think through a problem, following proper steps in finding resolution.
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Must have a high degree of ethics and maintain confidentiality of customers, accounts, directors, board materials, governance records, and other sensitive information.
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Must be friendly, courteous, and sensitive to the needs of customers and coworkers
Salary Range: Compensation for this position is based on knowledge, skills, experience, and demonstrated competency within the role.
Developing - Minimum: $72,882
Proficient - Midpoint: $100,219
Exceptional - Maximum: $127,556
