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Summary: Prepares drafts and helps maintain official Society records and executes administrative policies determined by or in conjunction with the office of Corporate Secretary and other Board officials. Provides administrative assistance to the General Counsel & Legal office. Provides support to the department carrying out a variety of tasks and procedures in a professional and confidential manner.
Essential Duties and Responsibilities:
- Prepares Board of Director Governance Committee presentations.
- Collaborates with Sr. Executive Assistant to transition the following duties:
- Assists General Counsel with Board meeting material and preparation of presentations. Takes and transcribes dictation and composes and prepares confidential correspondence, reports, and other complex documents for the Secretary/General Counsel and the Board of Directors.
- Arranges Board of Director events or conferences by arranging for facilities, catering, travel, issuing information or invitations, coordinating speakers, controlling event budget, and responding to Director questions.
- Coordinates, assembles, posts, and releases committee and regular pre-meeting material to Board book software.
- Prepares and maintains the Board of Directors budget for Secretary’s approval.
- Prepares records such as agendas, notices, minutes, and resolutions for quarterly Board of Directors meetings and tracks all timelines and due dates of materials.
- Assists with Director candidate search and selection process, maintaining candidate records, coordinating conference call interviews, scheduling meetings, and arranging for facilities, catering, travel, issuing information or invitations to conduct in-person interviews.
- Assists with Director candidate onboarding process and candidate orientation.
- Assists in conducting Board of Directors elections and verifying reporting results.
- Responsible for calculating and recording Board of Directors’ compensation and assuring receipt of same.Pays and tracks membership dues for the Legal & Compliance Department.
- Represents the General Counsel by reviewing and preparing correspondence, screening phone calls, ordering supplies, etc.
- Maintains Legal & Compliance budget and prepares reimbursement reports. Reviews departmental budget reports.
- Gathers and assures safe keeping of official corporate documents and records.
- Prepares and composes general correspondence and forms in response to the variety of legal questions to completion upon approval of the Legal department professional staff.
- Performs duties of all Legal support staff as needed.
- Maintains impeccable discretion and confidentiality, working autonomously and many times independently.
- Other duties as assigned.
Supervisory Responsibilities:
This job has no supervisory responsibilities.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Associate degree or equivalent from two-year college or technical school and three to five years of related experience and/or training.
Certificates, Licenses, Designations, Registrations:
Notary Public, required. Paralegal certification, preferred. Successful completion of the Life Office Management Association (LOMA) certifications and designations: LOMA Level I Certificate, required; Customer Essentials Certificate and Associate, Customer Service (ACS), preferred.
Core Competencies:
To perform the job successfully, an individual should demonstrate the following core competencies: Communicates Clearly and Effectively; Achieves Results; Builds Partnerships; Thinks Strategically; and Adapts to and Promotes Change.
Technical Competencies:
High degree of confidentiality, calendar scheduling, record keeping, transcribing dictation and preparing correspondence, event planning, business etiquette, and customer service.
Mathematical Skills: Ability to calculate figures and amounts such as interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra and geometry.
Computer Skills: To perform this job successfully, an individual should have proficient knowledge of Internet software; Microsoft Word, Excel, Outlook, PowerPoint,Prevalent, SharePoint, and Diligent Boards.
Industry Competencies:
General life insurance industry knowledge.
Language Skills:
Ability to read, analyze, and interpret general business periodicals, professional journals, or governmental regulations. Ability to write reports, and business correspondence. Ability to effectively present information and respond to questions from Directors, groups of managers, clients, customers, and the general public.
Reasoning Ability:
Ability to prioritize workload, solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram form.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and talk or hear. The employee must frequently lift and/or move up to ten pounds and occasionally lift and/or move up to 25 pounds.
Work Environment:
This position offers a hybrid work environment, allowing flexibility to work both from home and in the office. In-office work may vary based on business needs. While the exact frequency of in-office work is subject to change, the role requires adaptability to meet the evolving demands of the business area. The noise level in the office is moderate, providing a comfortable environment for focused work. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable on-site accommodation may be made to enable individuals with disabilities to perform the essential functions. The organization values work-life balance and strives to maintain a flexible and collaborative environment for all employees.
The candidate's starting pay will fall within the salary range provided and is determined based on job-related factors, including, but not limited to, the experience; qualifications, licensure and certifications; knowledge; skills; business and organizational needs; and market conditions. Candidates with the minimum necessary experience, qualifications, knowledge, and skillsets for the position should not expect to receive the upper end of the pay range. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.
We offer a comprehensive package of benefits including paid time off, health and dental insurance, and 401(k) to eligible employees. You can find more about our benefits at: https://flimp.live/RNAbenefitshowcase
Additionally, this position is incentive eligible with a target based on company performance, and/or individual results achieved; the specific incentive plan and target amount will be determined on the role.
The date of the posting can be found on Royal Neighbors of America's career page at the top of each job posting.
