Assistant Corporate Secretary

Description

About FFB  

Since opening our doors in 2005, FFB Bank has focused on one mission: to help businesses, professionals, and successful individuals reach their goals through personalized service and flexible financial solutions. As one of the top-performing community banks in the nation, FFB offers a full range of banking services, including business and personal accounts, specialized lending, and modern payments solutions.  
 

What It’s Like to Work Here  

We believe our people are our greatest asset. That’s why we foster a supportive, collaborative workplace where employees are empowered to grow, contribute ideas, and make a real impact.  

Highlights include:  

• Employee ownership through our ESOP program  
• A collaborative, close-knit culture  
• Opportunities to participate in community and networking events  

Benefits:  

• Medical, dental, and vision coverage  
• Life insurance 
• Paid vacation 
• 401(k) retirement plan 
• Training & development opportunities 
• Tuition reimbursement 
• Employee Assistance Program 
• Internal job postings and referral program  

Our Values 

At FFB, we live by our core values: Teamwork, Relationship, Authenticity, and Commitment (TRAC).  

Our team members bring these values to life by collaborating with colleagues, building trust with clients, communicating openly, and taking pride in doing amazing work every day! 

About the Role

The Assistant Corporate Secretary is responsible for supporting the Corporate Secretary in managing board meetings, maintaining corporate records, ensuring compliance with governance regulations, and facilitating communication with board members by scheduling meetings, preparing agendas, taking detailed minutes, distributing documents, and handling administrative tasks related to board activities. 

Essential Duties: 

• Assists with scheduling and coordinating board and committee meetings. 
• Prepares and distributes meeting agendas, materials, and supporting documents.
• Takes accurate and comprehensive minutes during board meetings as needed. 
• Follows up on action items from meetings to ensure implementation.
• Assists in managing the electronic board portal and timely access to corporate documents. 
• Files and maintains corporate records such as shareholder registers and board resolutions, ensuring accuracy and accessibility. 
• Communicates with board members regarding updates and other important information. 
• Works closely with other departments to ensure necessary information is gathered for board meetings.
• Prepares reports and presentations as needed. 
• Embodies the TRAC Values and Critical Behaviors (Teamwork, Relationship, Authenticity, Commitment) as core principles, using them to guide daily interactions and decision-making.
• Completes administrative tasks with a sense of urgency, including required Bank Compliance Training. Responds to internal and external inquiries via email, phone, or messaging platforms in a timely and professional manner. Positively represents the Bank through ethical conduct and community involvement.
• Demonstrates an understanding of and commitment to EEO policies. Fosters a respectful, inclusive workplace by valuing cultural differences, preventing harassment of any kind, and supporting a diverse workforce. 
• Ensures adherence to all Bank policies, procedures, and processes, along with applicable state and federal laws, rules, and regulations, ensuring confidentiality and data privacy while carrying out AML/CFT (Anti-Money Laundering and Countering the Financing of Terrorism) responsibilities specific to the role.
• Performs duties in an office or home office environment, involving tasks such as writing, typing, speaking, lifting moderate weights, and operating office equipment. The position requires physical activities like sitting, walking, and reaching. Reasonable accommodation can be made for individuals with disabilities to perform essential functions.
• Travels up to 10%, including but not limited to attending company meetings, training sessions, and corporate events, with travel typically being regional or local based on business needs.

Requirements

• Bachelor’s degree from an accredited college or university in a relevant field (e.g., Business, Finance, or related) preferred. 
• Minimum 5 years of related secretarial, paralegal or experience working in a law office environment experience required.
• Proficient analytical and problem-solving skills; capable of interpreting complex data and providing meaningful insights.
• Experience with board portal software and document management systems preferred. Proficiency with Microsoft Office Suite (Excel, Word, Outlook) required.
• Effective oral, written, and interpersonal communication skills with the ability to apply common sense to carry out instructions, interpret documents, understand procedures, write reports and correspondence, and speak clearly to customers, vendors and employees. 
• Strong organizational and time management abilities with attention to detail.
• Proficient teamwork and relationship skills to contribute to cross-functional collaboration and team success. 
• Willingness to take on special projects and perform other duties as assigned, beyond core responsibilities, to support team and organizational needs.
• Commitment to continuous learning and professional development to stay current with industry standards and best practices. 
• Ability to maintain authenticity and integrity in all professional interactions, ensuring trust and credibility with stakeholders.
• Capable of managing multiple priorities and meeting deadlines in a dynamic environment.
• Ability to work independently with minimal supervision and as part of a team.
• Proven ability to adapt to changing priorities and procedures.
• Current driver’s license and a vehicle with appropriate insurance coverage if required to drive while performing assigned duties and responsibilities.