At Bank of the West, our people are having a positive impact on the world. We’re investing where we feel we can make the most impact, like advancing diversity and women entrepreneurship programs, financing for more small businesses, and promoting programs for sustainable energy. From our locations across the U.S., Bank of the West is taking action to help protect the planet, improve people’s lives, and strengthen communities. We are part of BNP Paribas, a global leader supporting the UN Sustainable Development Goals (SDGs). Yes, we’re a bank, but as the bank for a changing world, we are continually seeking to improve the ways we help our customers, while contributing to more sustainable and equitable growth.
Bank of the West is seeking an experienced paralegal or legal assistant to assist the Deputy Corporate Secretary and Governance Counsel in supporting the Board of Directors and Board Committees of the Bank and its related holding companies. This individual will be a key member of the Office of the Corporate Secretary (OCS) and will be responsible for planning and assisting with all aspects of Board and Committee meetings, including scheduling meetings, preparing and compiling agendas and meeting materials, and liaising with Directors and executives as needed. This individual also will be responsible for assisting with regulatory and audit requests, subsidiary maintenance, management of the Board portal, and other corporate secretarial duties.
This is a high-visibility role that requires frequent communication with the Bank's Senior Executives and Board Members; the individual must possess exceptional written and verbal communication skills, attention to detail, and follow-through. It is also critical that the individual work collaboratively and transversally across our U.S. operations and with our home office in Paris.
Assist with the preparation and distribution to the Board and Board Committees of meeting notices, agendas and materials in accordance with the Company’s organizational documents and practices
Plan, schedule, and arrange Board and Board Committee meetings, including travel and lodging arrangements for Board members
Assist with drafting routine resolutions and other Board documents
Research corporate governance best practices and prepare analyses
Assist with the preparation of annual Board and Committee evaluations and reports, and annual Directors’ Questionnaires
Assist with the preparation of annual reports regarding the Bank and its subsidiaries for our home office in Paris
Attend and take minutes of executive management meetings when requested
Maintain governance calendars for the Board and Board Committees
Track matters discussed at Board and Board Committee meetings that require follow up and ensure that such matters are timely addressed and completed
Prepare Secretary’s Certificates as requested; provide Board related documents to the Federal Reserve Bank, FDIC, other regulators and external and internal auditors as required
Assist in ensuring compliance with regulators’ Confidential Supervisory Information rules
Maintain custody of the Bank’s minute books and records, approvals, filings, stock certificates and stock ledger file, records of delegated authorities, incumbency certificates, Corporate seal, and Board and Committee contact lists
Assist with the maintenance of corporate subsidiaries, including but not limited to annual shareholder meetings, director elections, officer appointments, and mergers and dissolutions
Process Directors’ fees and expense report reimbursements
Administer, manage, and maintain the electronic Board portal (BoardVantage)
Provide timely responses to internal and external requests for information regarding corporate actions
Organize and maintain written and electronic OCS files; assist in the coordination of information and document management of the OCS corporate records
Perform other duties and special projects as assigned
Required Education or Equivalent Experience
College degree or equivalent combination of training and experience
Experience interacting with Senior Executives and members of the Board of Directors
Experience organizing Board meetings and managing Board communications
Five to seven years equivalent experience, preferably at a financial institution
General knowledge of corporate governance and the functions of the Corporate Secretary
Required Administrative/Technical Skills
Consummate professional – mature, articulate, respectful of others, pleasant demeanor
Excellent drafting, proofreading and editing skills
Excellent communication (written and verbal) skills
Excellent attention to detail and follow through
Extremely organized, with proven ability to work independently and handle competing demands and priorities in a fast-paced environment
Experience coordinating and planning meetings and activities of Boards of Directors and Senior Executives
Strong analytical and research skills
Team player and self-starter
Ability to work well across functions and inspire confidence at all levels of the organization
Work history indicates a demonstrated track record of performance
Advanced personal computer skills necessary for formatting documents, reports, presentations and spreadsheets using the Microsoft Office suite of applications
Skilled at using Board Portal software tools, particularly BoardVantage
Willingness to learn and take on new challenges
Ability to work extended hours prior to and during quarterly Board meetings
Fluency in French is a bonus
- No supervisory responsibility
- Sedentary work; lifting a maximum of 10 pounds, frequent standing/walking
The above statements are intended to describe the general nature and level of work being performed. They should not be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Equal Employment Opportunity Policy
Bank of the West is an Equal Opportunity employer and proud to provide equal employment opportunity to all job seekers without regard to any status protected by applicable law. Bank of the West is also an Affirmative Action employer - Minority / Female / Disabled / Veteran.
Bank of the West will consider for employment qualified applicants with criminal histories pursuant to the San Francisco Fair Chance Ordinance subject to the requirements of all state and federal laws and regulations.