Executive Assistant & Board Liaison

As an Executive Assistant & Board Liaison at United Bankers' Bank, you will provide critical support to our Board of Directors and the President/CEO of UBB. In this role, you'll manage the Boardvantage software platform, prepare agendas and minutes for meetings, coordinate logistics for board activities, and draft correspondence. You'll also be a vital link among executives, assist in special projects, and utilize your creativity to enhance employee experiences through engaging event coordination. If you're ready to make a significant impact in a dynamic administrative role and thrive in a collaborative environment, we want to hear from you today.

Position is on-site at our Bloomington office. Work from home opportunities may be available after initial training period.

Essential Responsibilities

• Supports the Board of Directors with all administrative Board duties, including:
• • Administration on Boardvantage software platform- adding documents, moving documents, sending out emails from Boardvantage notifying Directors that meeting documents are ready
  • Preparing an agenda to remind Executives about upcoming items
  • Setting up the Agenda for the President's review, including which items require Board approval
  • Attending and taking minutes during monthly board meetings
  • Attending and taking minutes during other board committee meetings when requested
  • Making hotel reservations for board members for each meeting
  • Ordering breakfast and lunch for each meeting
  • Setting up hotel rooms and conference rooms and ordering food for strategic planning activities
  • Setting up the Agenda and documents for the Annual UBBI shareholders' meeting
  • Coordinating holiday gifts for members of the Board
  
  
• Serves primarily as an administrative assistant to the President/CEO of UBB and secondarily to the executive team for special projects.
• Assists with drafting correspondence, proofreading documents, formatting presentations, scheduling appointments and meetings, and arranging travel needs.
• Prepares periodic expense reports for the President/CEO.
• Acts as a gatekeeper for the President by determining priority level and screening calls, visitors, and mail.
• Communicates the President's requests to managers and acts as the liaison between the president, staff, and outside contacts.
• Performs special or confidential administrative duties, including researching data and preparing reports, correspondence, tables, and agreements that require a high level of professionalism and knowledge of acceptable format principles.
• Manages quarterly Town Hall meetings. Collects all information and prepares presentations. Coordinates content and timing with speakers. Works with IT for presentation setup. Orders continental breakfast and lunch for employees.
• Attends and takes minutes for various UBB management committee meetings as requested.
• Acts as backup coverage for the front desk reception area including answering phones and welcoming visitors.
• Acts as backup coverage for shareholder requests, certificates, and general inquiries.
• Assists Human Resources and Marketing departments in coordinating employee events including Employee Appreciation Week, annual picnic, and holiday party.
• Orders all employee lunches when requested for special events.
• Coordinates online employee store twice per year.
• Prepares sympathy/congratulation cards and gifts for employees.
• Coordinates selection and ordering of holiday gifts for employees.
• Keeps a schedule of and posts announcements and communications to the company's SharePoint-based intranet site.
• Keeps company calendar updated on intranet site.
• Performs other administrative duties for other departments within the bank as needed and as time allows.

• Associate's degree in Business, Finance, or related field preferred
• High School Diploma or equivalent plus related experience considered
• 3+ years of experience in support at management level and taking meeting minutes
• Ability to maintain confidentiality and discretion
• Advanced computer skills: Windows, MS Edge, MS Office including Excel, Outlook, Mail Merge, Word and PowerPoint
• High attention to detail
• Demonstrated ability to effectively communicate orally and in writing, including writing and preparing memorandums, letters, and other official correspondence

To view a summary of our superior benefits package and apply for this position, please visit our Careers page at https://www.ubb.com/about-us/careers.

Headquartered in Bloomington, MN and chartered in 1975, United Bankers' Bank (UBB) is the nation's first bankers' bank. Today, UBB has over $1 billion in assets, and is a trusted correspondent banking partner to over 1,000 community banks from the West Coast to the Great Lakes and South Atlantic. Our "First for Your Success" motto is a guiding principle that establishes the success of each and every customer and UBB employee as our number one priority.

United Bankers' Bank is an EEO/AA employer: All qualified applicants will receive consideration for employment without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by law.