CORPORATE GOVERNANCE:
- Provide guidance and support to the board of directors on matters of corporate governance, best practices, and compliance with applicable laws and regulations.
- Coordinate and prepare materials for board and committee meetings, including agendas, resolutions, meeting minutes (excluding committee minutes), and other relevant documentation.
- Facilitate the monitoring of corporate governance policies, procedures, and guidelines.
- Keep the board informed of changes in corporate governance requirements.
SHAREHOLDER RELATIONS:
- Serve as primary liaison with stock transfer agent and a point of contact for shareholders and facilitate effective communication between shareholders, board members, and management.
- Maintain shareholder records, including ownership information, voting rights, and dividend distributions and insider reporting.
- Coordinate and administer the annual shareholders meeting, ensuring compliance with legal requirements and facilitating shareholder engagement.
- Complete the annual meeting materials including the compilation of the proxy statement and proxy card. Assist with the printing and shipping of annual meeting materials.
- Handle shareholder inquiries, requests for information, and shareholder correspondence, including transactions for issuance of shares, shareholder account maintenance, stock restrictions and opinion letters.
- If applicable, coordinates quarterly investor earnings calls and/or support for executive management 1×1 meetings with institutional investors.
REGULATORY COMPLIANCE:
- Monitor and ensure compliance with relevant laws, regulations, and corporate policies.
- Prepare and file regulatory reports, disclosures, and other required documents in a timely manner, including such requirements accompanying a publicly trading company.
- Ensure corporate governance compliance (SEC, NASDAQ, etc. state regulations). Responsible for required corporate Section 16 filings if applicable.
- Manage and maintain information and registration with OTC.QX listing and investor relations webpage for the bank ensuring information is up to date and accurate.
- Oversee the annual tax reporting (1099-DIV, 1099-MISC) as well as any equity tax reporting (Form 3921’s).
- Oversee Medallion Guarantee stamp program for the Bank.
BOARD SUPPORT:
- Assist in the orientation and onboarding of new board members, providing them with necessary information and resources.
- Organize board and committee meetings, including logistics, venue booking, meals and travel arrangements.
- Prepare meeting agendas, compile board packs, and distribute materials in advance of meetings through use of board portal.
- Serve as administrator for board portal ensuring appropriate access for board and management.
- Draft accurate and concise meeting minutes (excluding committee minutes), capturing key decisions and actions.
- Develop, execute and distribute news releases related to the company’s corporate activities.
- Provides administrative support to Board of Directors, including payment of board fees.
CORPORATE RECORDS MANAGEMENT:
- Maintain accurate and up-to-date corporate records (articles of incorporation and by-laws), including board minutes, resolutions, contracts, committee charters and other legal documents.
- Ensure proper documentation and filing of corporate records in compliance with legal and regulatory requirements.
- Develop and implement efficient systems for record-keeping and retrieval.
- Maintain up to date policies on the HUB intranet page.
- Works closely with examiners and outside independent auditors in their examination of the bank.
Education/Knowledge/Skills & Abilities
- College degree in business or finance preferred
- Five to ten years’ experience in banking, legal, investor or shareholder relations or related field;
- Comprehensive knowledge and understanding of banking, management and regulatory requirements.;
- Proven experience as a secretary, administrative assistant, or in a similar role.
- Experience working with Committees, taking and producing minutes.
- General communication (oral and written); clear voice communication; business telephone etiquette; distribute and exchange information with others; interaction with managers, employees, regulatory agencies, industry peers, customers, communicate/work with confidential information; compose draft written materials, correspondence/memoranda, reports, publications.
- Sound reasoning and judgement skills
- Exceptional interpersonal and rapport building skills
- Highly Organized
- Attention to Detail
- Knowledge Retention
Physical and Mental Requirements:
- General office environment
- May be necessary to work extended hours
- Ability to effectively discern information and formulate appropriate action
- Ability to think critically and provide appropriate solutions
- Ability to perform repetitive finger, hand, and arm movements
- Ability to lift up to 20lbs.
- Ability to sit or stand for extended periods of time
- Ability to reach, squat, bend, and manually manipulate standard office equipment
Our Mission is simple, to be the best Bank for our employees, customers, investors and community.
At Bank of the Pacific, we are committed to delivering memorable service beyond the customer’s expectation, to include both external and internal customers. We consistently demonstrate our values through teamwork, open communication, integrity, honesty and respect for others. Additionally, we will maintain a professional appearance through dress, conduct and an orderly work area. A successful candidate will possess these qualities and be enthusiastic, professional and of high ethics. They will embrace our Mission, Vision and Values and actively contribute to our success.
Our Core Values – We Care.
We consistently demonstrate this through:
Teamwork and open communication ~Integrity, honesty and respect for others ~ Enthusiasm and positive recognition ~ Professionalism, initiative and innovation ~ Accountability, focused action and timely follow-through ~ Commitment to make our company a success
For your Benefit We Offer:
- Salary range for this position is $65,000 to $78,000 annually. The specific salary offered will depend on several factors including but not limited to applicant’s knowledge, skills and experience relevant to the position.
- Eligible to participate in annual incentive plan.
- We offer a comprehensive healthcare benefit package that includes: Medical, Dental, Vision, EAP, LTD, STD, Group Life, VTL, AD&D, FSA, DCAP, LFSA, and HSA.
- Retirement Savings Plan through 401(k) with an additional Roth 401(k) option. We match 100% of your deferral up to 5% of eligible compensation.
- Wellness Dollars up to $500 per year.
- Weekend Wellness Hours, 4 per quarter.
- Paid Birthday and Anniversary Holiday
- 11 paid Holidays per Year
- Sick Leave Time – Earn up to 8 days each Year
- Vacation – 12 days each Year (first year adjusted based on hire)
- Vacation Purchase Plan
- Tuition Reimbursement
- Employee Banking Privileges and Special Loan Features.
All employees are responsible for internal controls in the performance of their assigned duties. Internal Control responsibilities are established in various policies, procedures, and documents including the Code of Conduct.
Bank of the Pacific is an Equal Opportunity Employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, marital status, age, disability or protected veteran status.
Salary Range Disclaimer:
The base salary range represents the minimum and the maximum of Bank of the Pacific’s salary range for this position. Actual salaries will vary depending on factors related to business needs and the employee’s relevant knowledge, qualifications, experience, and job performance for the position.