Corporate Governance Coordinator

Capital Blue Cross•Harrisburg, PA

22h•Hybrid

About The Position

The Corporate Governance Coordinator provides administrative support by organizing, coordinating and implementing activities in the Corporate Secretary’s Office as well as to the Board of Directors. This position manages and coordinates the Board of Director’s calendar, scheduling and preparing for all meetings. It is responsible for the integrity and quality of all communications to the Board of Directors and Executive Team from the Corporate Secretary’s Office, which includes but is not limited to Board books, meeting materials, the Board Portal, emails, and News Updates. The Corporate Governance Coordinator manages multiple priorities that are required to maintain the Corporate Governance of the Company, which includes, but is not limited to: appropriate archiving of Board materials, appropriate destruction of materials, appropriate approvals of materials, and coordination of materials with the appropriate Executive staff. This position assists with corporate filings including but not limited to various Insurance Department filings. Resolves issues as they arise in the meeting planning process. Maintains a database of Board of Director information and the Board Portal, which requires an intermediate or expert level knowledge of these software tools. The individual in this role is required to have the initiative to work independently with Board members, executives, directors, managers and supervisors throughout the Company.

Requirements

Minimum 5 years as an executive assistant is preferred.
Experience in graphic design or communications is also preferred
Possesses diplomacy.
Expert proficiency in MS Word, Excel, Nuance, Access, PowerPoint, and Outlook, as well as other current software applications.
Ensures confidentiality and professionalism regarding situations in the business environment.
Must possess logic and organizational skills in order to develop forms, letters, and other documents for special projects.
Proficiency in current business grammar standards/principles and polished proofreading/editing skills.
Ability to communicate effectively both verbally and in writing with all levels of personnel, both internally and externally.
Proficiency in handling telephone calls and visitors portraying a professional, business-like demeanor.
Ability to exercise good judgment and tact in communicating complex and often difficult issues, which frequently are of a sensitive or confidential nature.
Ability to manage multiple assignments, work independently, and adjust to changing work requirements/priorities.
Ability to analyze and research information received from a variety of sources.
Ability to receive constructive criticism and use it positively
Exceptional planning and organization skills, ability to plan, coordinate and monitor a significant number of simultaneous tasks in an environment of shifting priorities with a high level of detail.
Exhibits high level of energy, enthusiasm, and determination, takes action on issues without external prompting, demonstrates strong sense of urgency and drives issues to closure despite setbacks, holds self-accountable for achieving established performance objectives.
Flexibility in availability prior to and during Board and committee meetings.
Knowledge of Blue Cross and Blue Shield benefits, Capital Blue Cross organizational structure and functions of various areas, and Plan operating policies and procedures.
Knowledge and substantial experience with Microsoft Windows, Word, PowerPoint, Access, Outlook and Excel, and the ability to quickly learn and adapt to new software and equipment.
Knowledge of Diligent a plus.
High School diploma or GED is required.
Associate degree or bachelor’s degree preferred.
Notary license preferred.

Nice To Haves

Experience in graphic design or communications is also preferred
Knowledge of Diligent a plus.
Associate degree or bachelor’s degree preferred.
Notary license preferred.

Responsibilities

Provides administrative support to the Board of Directors by maintaining attendance records.
Tracks Board and Committee calendars to ensure: (a) adequate preparation in advance of Board and Committee meetings and (b) appropriate post-meeting follow-up.
Maintains accurate records on current Directors.
Acts as a project manager for the annual Board of Directors Disclosure Statement process, Self-Assessments, and Succession Planning process.
Assists with production of the weekly News Update from CEO to Board of Directors (including drafting articles and following up and finalizing and posting the update to the Board portal).
Coordinates logistics for Board and Committee meetings and off-site retreats (e.g., facility arrangements, meeting notices, menus, speaker preparations and dry-runs, A/V needs, supplies, etc.) and assists in the printing, production, and distribution of Board and committee meeting briefing materials, including posting materials to the Board portal and preparing notices to Board members when materials are available.
Remains available and on hand prior to and during all Board and Committee meetings to assist in all matters and resolve any issues.
Coordinates research in support of Director Inquiries of an administrative or support nature and researches articles for the CEO’s news update to the Board
Responsible for maintaining and keeping current the documents on the Board portal.
Provides assistance for subsidiary board meeting and governance requirements, including meeting planning, preparing notices of meetings, coordinating the compilation and distribution of pre-meeting briefing materials to Directors and Officers and assisting with meeting follow-up.
Tracks required tasks (including meeting tasks, regulatory tasks and compliance tasks) to ensure completion. This includes creating the Corporate Secretary’s Office yearly internal calendar.
Reviews, edits and reformats (as necessary) communications to the Board of Directors and the Executive Team from the Corporate Secretary’s Office.
Posts communications and information to the Board Portal and quality checks the same.
Manages and coordinates multiple priorities to ensure appropriate development, approval, publication, retention and destruction of Board materials.
Manages and maintains a database of Board of Director information as well as the information on the Board Portal.
Actively works to investigate and resolve disputes that arise in the Board meeting planning process.
Identifies rationale behind conflicts of opinion and communicates such to Corporate Governance Director.
Proactively identifies issues in the planning process (e.g. required agenda items, logistical issues, scheduling difficulties) and recommends potential solutions to Corporate Governance Director and Corporate Secretary.
Assists with budgeting for the Board of Directors and Corporate Secretary Cost Centers.
Provides general administrative support to the Corporate Secretary’s Office, which may include obtaining signatures and/or notarizing corporate documents.