Executive Assistant & Shareholder Services Representative

Citizens Bank - Oregon•Corvallis, OR

5d•$58,000 - $74,000•Onsite

About The Position

As the Executive Assistant/Shareholder Services Representative, you will provide executive-level, confidential administrative support to the Executive Team and Board of Directors. You will also exemplify the Citizens Bank Corporate Culture and contribute to the continued success of the company by managing relationships with shareholders, facilitating accurate transactions (external and internal), and maintaining internal records. This is not a sales position. It does require genuine customer service, excellent communication skills in a variety of media, organizational skills, and time-management. As a member of the Finance team, you will also provide accounting and reconciliation support, including the daily reconciliation and management of the Bank’s cash. Attention to detail, appetite to expand your knowledge, and sustained commitment to quality work are needed for this role. Work will be a mix of variable, daily, monthly, quarterly, and annual deadlines. Some fluctuation of workload is expected depending on the needs of shareholders.

Requirements

Bachelor’s Degree in a relevant field such as English, business, finance, accounting, or communications.
Intermediate to Advanced skills in Microsoft Excel with willingness to expand skillset.
Prior experience working with or serving on a Board of Directors.
Proficient in MS Office.
Must have the ability and willingness to become proficient in other programs used in the Finance Department (Jack Henry, Transtar, other reporting tools)
Certified Notary Public or ability to obtain this certification.
Must have strong written and verbal communication skills and work confidently and comfortably with leaders at the highest levels of the organization.
Works efficiently, independently, and in an organized fashion.
Maintain clean physical and digital working files.
Able to focus on details without losing perspective as to how those details fit into the bigger picture.
Has the ability to handle interruptions at work and prioritize workloads.
Works with constant and very specific deadlines.
Operate with a high degree of professionalism and courtesy when working with the Board, management, and other employees.
Exemplify the Corporate Culture and adheres to all Company Policies.
Exhibit a professional, business-like appearance and demeanor.

Nice To Haves

Prior experience working with customers in a Financial Institution setting preferred, but not required.
Prior experience working with account reconciliations, budgets, and general ledger entry.

Responsibilities

Prepares monthly Board books, and Committee packages using the Boardvantage software
Attends all Board and Board Committee meetings and drafts minutes, ensuring that the Bank's records are complete and accurate. Must maintain strict confidentiality at all times.
Assists the Board and Executive Management with conference and event registrations.
Interfaces regularly with the Bank's Management Team, Board of Directors, and employees, requiring initiative and considerable discretion.
Works regularly with shareholders to assist with stock-related transactions, deliver information in verbal and written form, and facilitate shareholder stock sales. This includes preparing paperwork, following through on inquires, and developing a complex understanding of underlying guidelines and required practices.
Maintains the shareholder database and adheres to document retention and audit requirements when processing shareholder transactions.
Collaborates with branch staff to assist shareholders.
Facilitates/completes annual shareholder functions and regulatory reporting. This includes paying dividends, submitting tax filings, and organizing the Annual Shareholder Meeting.
Performs daily cash balancing reconciliation and afternoon cash settlement processes. This includes requires intermediate Excel functionality and ability to identify, monitor, and resolve discrepancies, including working with other branches and departments throughout the bank.
Assists the Controller in properly accounting for the Bank's and the Company's activities in accordance with Generally Accepted Accounting Principles ("GAAP") and Regulatory Accounting Principles ("RAP").
Helps in maintaining the Bank’s accounting records.
Reconciles general ledger accounts monthly.
Develops, enhances, and maintains Finance Department procedures and documentation.
Delivers work that is complete, timely, accurate, impartial, and confidential.
Other duties as assigned.