Executive Assistant, Commercial Banking

Executive Assistant & Corporate Governance Coordinator

Commercial Banking / Financial Services

A growing financial institution is seeking a highly polished Executive Assistant & Corporate Governance Coordinator to provide strategic administrative support to executive leadership while overseeing board governance activities. This position serves as a key liaison among senior executives, directors, regulators, and external stakeholders, ensuring effective communication, organization, and execution of critical corporate initiatives.

Primary Responsibilities

Executive Leadership Support

• Coordinate complex schedules, meetings, travel arrangements, and executive priorities for senior leadership, ensuring alignment with organizational objectives and key business initiatives.
• Prepare executive briefings, reports, presentations, and correspondence while monitoring incoming communications and escalating matters as appropriate.
• Facilitate interactions between executive leadership and internal stakeholders by organizing agendas, meeting materials, and follow-up activities.
• Anticipate scheduling conflicts, shifting priorities, and emerging issues to ensure leaders remain focused on strategic business matters.
• Support special projects and enterprise-wide initiatives requiring executive oversight and cross-functional coordination.

Board & Committee Operations

• Oversee the administration of board and committee meetings, including annual planning, meeting logistics, director communications, and distribution of confidential materials.
• Assemble board packages and supporting documentation by partnering with business leaders to gather, review, and organize meeting content.
• Maintain governance calendars, meeting schedules, attendance records, committee assignments, and director information.
• Capture meeting discussions, decisions, resolutions, and action items while monitoring progress on outstanding deliverables.
• Manage board portal administration and ensure timely, secure access to governance materials.

Governance & Corporate Secretary Administration

• Support corporate governance activities by maintaining records, policies, resolutions, and other official documentation.
• Assist with regulatory and public-company governance requirements, including director questionnaires, annual disclosures, proxy-related materials, and governance reporting.
• Coordinate director onboarding activities and serve as a point of contact for board-related requests and inquiries.
• Monitor governance deadlines and assist in maintaining compliance with applicable corporate, regulatory, and industry requirements.
• Partner closely with legal, compliance, finance, and executive leadership teams to support governance best practices.