Here are sample job advertisements for this type of role…
Assistant Corporate Secretary, Vice President
- Support the Corporate Secretary Group in managing the governance matters of the BHC, its board and committees and its subsidiaries
- Communicate with external and internal Board and Committee members and other interested parties to develop meeting schedules, distribute meeting notices and coordinate meeting logistics
- Assist in or perform all aspects of Board and Committee planning, liaise with directors in the agenda planning process, interact with presenters to solicit, review and provide comments on meeting materials, prepare draft resolutions and assemble and distribute meeting materials
- Attend Board and Committee meetings, draft accurate minutes of such meetings for review by the Corporate Secretary, in house counsel and meeting participants
- Conduct or assist in conducting after-meeting activities including drafting and distributing secretary’s certificates, preparing and submitting reports or filings with regulatory agencies, internal and external auditors or other interested parties, maintaining and updating corporate documents and records, inform required parties of any actions items identified during the meetings and track the resolution status thereof, update and maintain attendance records, and administer the director compensation program
- Assist in the planning, preparation, and documentation process of certain management committee meetings
- Participate in systems and process enhancements
- Participate in legal entity maintenance and optimization projects, prepare or review documentation related to entity formations, dissolutions and other corporate actions, coordinate the State qualification process
- Partake in other projects as necessary
- Supervise outside consultants as necessary
- Bachelor Degree in a related field
- 8 years of banking or financial industry experience
- 4 years of corporate secretary or paralegal experience, preferably in a complex financial institution
- 4 years of experience preparing and documenting risk committee meetings
- Prior experience in interacting with external members of the board of directors and senior level executives
Corporate Secretary – Vice President
As a member of the Office of the Corporate Secretary, in Deutsche Bank’s Legal Department, you will be supporting the management of the region’s critical boards and committees by performing the duties of an assistant corporate secretary for some of the region’s most important legal entities and branches, as well as acting as sole corporate secretary for some of the non-meeting legal entities. In this role, you will have exposure to substantive work and an opportunity to work with senior management.
Our group provides governance, across the region, to the organization’s directors, officers, and key management members, as well as ensuring governance for Deutsche Bank owned legal entities from their inception to dissolution.
What We Offer You:
- We offer competitive health and wellness benefits, empowering you to value life in and out of the office
- Retirement Savings Plans, Parental Leave, and other family-friendly programs
- On-site cafeteria, health center, and communal meeting areas
- Active engagement with the local community through Deutsche Bank’s specialized employee groups
Hear from our people and look inside our office: DB@The Muse
Your Key Responsibilities:
- Attend Board of Directors meetings to record proceedings and/or draft consents to authorize specific actions
- Maintain officer and director information on required systems
- Support annual elections of officers and directors
- Maintain corporate documents of legal entities, including bylaws, certificates of incorporations, board resolutions, and minutes
- Coordinate the signing authority and powers of attorney process – drafting, production and certification of powers of attorney, incumbency certificates and other certifications, as required
- Support legal entity life cycle (from incorporation and formation to cancellation and dissolution of legal entities)
Your Skills and Experience:
- Past experience working in a Corporate Secretary or Assistant Secretary capacity
- Corporate Secretary experience in a Banking/investment Banking firm is preferred, with broker dealer experience is a plus
- A law degree (preferred) or Bachelor or Master’s Degree from an accredited college or university
- Strong working knowledge of BluePrint (preferred) or other corporate secretary platform
- Excellent oral and written communication, and interpersonal skills with the ability to communicate and collaborate with senior management
Our values define the working environment we strive to create – diverse, supportive and welcoming of different views. We embrace a culture reflecting a variety of perspectives, insights and backgrounds to drive innovation. We build talented and diverse teams to drive business results and encourage our people to develop to their full potential. Talk to us about flexible work arrangements and other initiatives we offer.
We promote good working relationships and encourage high standards of conduct and work performance. We welcome applications from talented people from all cultures, countries, races, genders, sexual orientations, disabilities, beliefs and generations and are committed to providing a working environment free from harassment, discrimination and retaliation.
Minimum Work Experience
Specific Requirements and Preferences
The role requires 3 years related administrative and/or event planning experience, preferably in a challenging and fast-paced environment. Experience should demonstrate proven ability to analyze and interpret data, prepare complex reports or presentations, track budgets and timelines, coordinate scheduling of large, multi-disciplinary meetings, and organize files. Project coordination experience preferred. Also, 3 years of experience in program administration or event planning involving academic, medical or research activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events desired.
Strong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of people;
Ability to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environment;
Excels with MS Office and other computer applications as required;
Ability to consider multiple variables to determine proper course of action;
Exercise good judgment in handling sensitive and confidential information and situations;
Provide Operational Oversight
2. Coordinate administrative tasks consistent with workload requirements and available resources.
3. Participate in specified divisional operations and systems
4. Recommend and participate in development of new processes and systems to meet departmental needs.
5. Train and mentor new investigators and research staff on processes; assist with determining work assignments, schedules and priorities; provide work guidance and oversee the activities of one or more processes.
6. Maintain and process employee time cards and attendance records.
1. Participate in the development, monitoring, and reconciliation of operating and capital budgets; (e.g., budget variance and performance reports; budgetary interface with grants management office).
2. Ensure availability of data for management decision making
Committees and Meetings
1. Coordinate the Activities of the Regulatory, faculty and staff meetings; prepare meeting documentation including teleconference; assign and distribute review material; draft minutes;
2. Coordinate correspondence and maintain extensive filing system.
1. Serve as liaison with internal departments, Board Members, and external collaborators; prepare and proof complex administrative and contractual documents, correspondence, memoranda, letters, presentations and reports; provide support with project management activities.
2. Assist with updates to the website, maintain mailing lists, file logs.
3. Coordinate and schedule office appointments, meetings and conferences with other CNMC departments, Board Members.
4. Assist with other office duties as needed.
United Methodist Women – National Organization is the policy-making body that manages and oversees the programs and projects of United Methodist Women (UMW). We accomplish this by equipping women and girls around the world to be leaders in communities, agencies, workplaces, governments and churches and to advocate for the oppressed and dispossessed with special attention to the needs of women and children. UMW builds supportive communities among women; engages in activities that foster growth in the Christian faith, mission education, and Christian social involvement, while working for justice through compassionate service and advocacy to change unfair policies and systems while providing educational experiences that lead to personal change in order to transform the world.
About the Office of the General Secretary
The Office of the General Secretary brings together the General Secretary/CEO, along with staff members in the areas of Fund Development and Corporate Secretary. The Office communicates around the organizational vision and direction, develops and maintains connection to members and the larger church, facilitates the maintenance of contact database and archives of historical data, and program and production management for Assembly and smaller conference events and helps to improve the information flow between members and the national office.
The Corporate Secretary is member of the Senior Leadership Team, nominated by the General Secretary/CEO for election by the Board of Directors. She serves under general direction from the General Secretary/CEO and the Secretary of the Board and supports the Treasurer regarding execution of legal matters as needed. The Corporate Secretary is responsible for the execution of board meetings and acts as a recording secretary to the Board of Directors, UMW Senior Leadership Team and is responsible for performing a wide variety of responsible, confidential and complex duties as outlined in the organization’s Bylaws and related to the Office of the General Secretary.
Bachelor’s Degree with a minimum of five years administrative/secretarial experience at an executive administrative level or 9(+) years of executive administrative experience; preferably in a religious nonprofit or community-based organization. Being a member of the United Methodist Church is required, familiarity and general knowledge of polity of the United Methodist Church is a must. Proven ability to perform research, create reports and presentations on confidential matters and able to discreetly handle sensitive matters. Able to effectively communicate with key constituencies and implement sound administrative strategies and tactics that promote excellence at the General Secretary/CEO’s direction. Demonstrated computer literacy and proficiency, including development of documents, presentations, spreadsheets, and operating within a database (Microsoft Office – MS Word, MS Excel and Access) and the willingness to learn new software applications. Excellent office management and interpersonal skills. Able to exercise discretion, initiative, and independent judgment in making sound decisions and in developing solutions to problems. Proven ability to perform well within a multiple-deadline driven environment with familiarity with social media platforms. Must have the ability to compose, write quickly, accurately and intelligently in English with the ability to work independently with a high attention to detail, including excellent proofing and editing skill. Commissioned Notary Public is a plus for this position. Must be forward-thinking with the ability to assess risk, anticipate issues of concern and the ability to pre-troubleshoot potential obstacles. Confidence, patience, a desire to help others and a sense of humor is a must.