Executive/Legal Assistant

Job Description

The Executive/Legal Assistant serves as the secretary for the Board of Directors, ensuring efficient and compliant board operations. He or she maintains shareholder lists, reports and information and provides support to the Board Chair, CEO, and President. The Executive/Legal Assistant assists the Vice President General Counsel with administrative functions. He or she drafts, reviews and files court documents and small claims cases. The Executive/Legal Assistant monitors and reviews compliance with lease agreements for other Real Estate-owned (“OREO”) and bank-owned properties. He or she prepares monthly and quarterly reports, collects lease payments, prepares reports and drafts renewals of lease documents. The Executive/Legal Assistant assists Bank Facilities Manager/ Corporate Real Estate and Construction with administrative tasks including leases that are expiring and renewals, contract renewals and bids, drafting letters of intent, offers, leases and sale agreements, and executive meeting presentations.

Qualifications

• Must be at least 18 years old
• High school diploma or GED required
• At least 10 years of experience as a legal assistant, corporate secretary, executive assistant or similar position performing high level support functions with limited supervision
• Proficient at Microsoft Office products, especially Excel, Word and PowerPoint
• Secretarial and/or property management experience preferred
• Professional appearance, dress, and attitude
• Good communication skills
• Good typing skills
• Must be well organized

Responsibilities

• Responsible for the administration and coordination of corporate governance in relation to the Board of Directors, board committees and shareholders

• Serves as the Secretary for the Board of Directors

• Plans and schedules BOD and annual shareholder’s meetings, prepares invitations, creates agendas, arranges travel and accommodations as needed. Ensures Board members receive proper notice of meetings

• Records minutes of meetings which document key information such as board actions, elections and committee reports

• Ensures that critical documents are organized, stored safely and accessible to other board members

• Ensures that the Bank complies with applicable state and federal laws as well as best practices in relation to Board requirements

• Maintains shareholder lists, reports and oversees the completion of stock transfers. Answers to questions from shareholders as needed

• Maintains an understanding of governance and compliance issues and provides support to the Board

• Performing legal administrative tasks under the supervision of the Vice President General Counsel

• Draft letters and court documents, send court notices, and file documents in I-Court and PACER

• Prepare bankruptcy proofs of claims and file in PACER

• File and prepare small claims cases, supporting documents and track through judgment

• Appear in court as needed for small claims cases

• Prepare file and record judgment renewal documents.

• Monitors bank leases for OREO and bank properties under the supervision of the Vice President General Counsel

• Tracks and applies rent payments

• Sends rent invoices to applicable accounts

• Monitors' leases that are expiring and renewals

• Drafts lease documents and extensions

• Monitors lease of bank as tenants under the supervision of the Bank Facilities Manager/ Corporate Real Estate and Construction

• Ensures proper rent and CAM calculation for the Bank’s payables department

• Monitors for expiration and renewal deadlines.

• Prepare lease renewal notices

• Coordinates with Bank Facilities and Property Manager renewal notices in a timely manner and with appropriate executive officer review and approval

• Assists Bank Facilities Manager/ Corporate Real Estate and Construction with administrative tasks

• Calendar, track timelines and provide notices regarding bank agreements including construction contracts, purchase agreements, environmental notices, etc.

• Assist in preparation of reports for decisions regarding acquisition of property

• Prepare draft legal documents including offer sheets, leases, and sale agreements

• Assumes responsibility for effective department reporting as assigned

• Completed and submits monthly and quarterly administrative reports to management for discussion with the Board of Directors and Executive Committee regarding activities within the legal department, for example; leases, OREO, etc.

• Assists in developing procedures within the legal department and makes recommendations for improved and more efficient practices

• Provides assistance and support to other area personnel as required
• Keeps management informed of area activities and any significant problems or concerns
• Completes reports, records, and documents accurately and promptly
• Completes special projects as assigned
• Attends meetings as required
• Maintains the professional reputation of D.L. Evans Bank
• Promotes D.L. Evans Bank at all times
• Serves as a representative for D.L. Evans Bank in the community

Company Description

D.L. Evans Bank is a community bank and has been since 1904. For many years, we have provided premier banking services to the residents of Southern Idaho and Northern Utah while fostering a working environment for our employees dedicated to teamwork and excellent customer service. If you are a dynamic and customer-driven individual, whether an experienced banker or just beginning your career, we encourage you to continue with this applicant friendly, online job application!

D.L. Evans Bank is an Equal Opportunity Employer (EOE/AA/W/M/Vets/Disabled). VEVRAA Federal Contractor.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• FSA
• 401(k)
• Employee Stock Ownership Plan
• Paid Vacation
• Sick Time
• Life Insurance
• Long-term Disability Insurance