Executive Assistant to CEO

General Function:

Manage the confidential and complex administrative function of the executive office, assisting the executive officer(s) (and the Board of Directors as required), and coordinating the flow of information and correspondence within the executive levels of the Bank. Ensure accurate records from Board of Directors’ meetings. Prepare correspondence and handle filing, recordkeeping, schedules and travel itineraries for the executive officer(s). Coordinate details for Board and committee meetings. Assist with incoming calls, Bank visitors and customers, and administrative issues related to purchasing, personnel, facilities, operations, etc.

Essential Functions:

1. Executive Assistance

A. Manage the confidential and complex administrative function of the executive office, assisting the executive officer(s) (and the Board of Directors as required), and coordinating the flow of information and correspondence within the executive levels of the Bank.

B. Open all routine correspondence addressed to the executive officer(s) and reroute as necessary. Handle any correspondence that does not require the attention of the executive officer(s). Prepare outgoing mail and other correspondence as necessary.

C. Arrange and coordinate schedules, meetings, agendas, appointments, activities, travel itineraries, calendar of events for executive officer(s) and meeting rooms, preparation of facilities for events/meetings, Bank visits, audits/examination visits, etc.

D. Answer, screen, and direct incoming calls; provide assistance using independent judgment to handle issues and give guidance whenever possible.

E. Greet internal and external customers, providing assistance with their questions, concerns, orientation, and other communications.

F. Prepare minutes and reports from meetings and committees as required.

G. Assist in the preparation of reports and mailings as required, including the gathering of sensitive information, and distributing of such reports to the appropriate people.

H. Coordinate MCB outreach for Team Member condolences, birth announcements, company awards, community support, humanitarian efforts, etc.

2. Corporate Secretary Duties

A. Prioritize, channel, and facilitate communication to and from executive officer(s), and serve as a key contact between executives, board members, management personnel, and other persons to transmit information and obtain data.

B. Prepare detailed agendas, reports, board packages, and minutes for Board of Directors’, and other committee meetings. Maintain information in the Board’s online portal. Ensure approval of necessary information and accurate meeting records.

C. Assist with and facilitate implementation of assigned action items from meetings. Delegate responsibility and follow up as necessary.

D. Facilitate and maintain the appropriate Bank policies, procedures, organizational charts, officer lists, authority matrices, lending delegations, and other items reviewed by the Board, to ensure proper review, updates, approval, documentation, and dissemination.

E. Coordinate and ensure publication of the Bank’s Annual Report within the specified timeline(s); serve as a liaison between MCB, its financial certification organization(s), management, printing/graphics providers, etc.

F. Coordinate the contracts, maintenance, and renewal of the Bank’s insurance policies; assist with the collection and reporting of information, as well as any necessary approval.

G. Maintain strict confidentiality of sensitive information.

3. MCB Stock and Shareholder Functions

A. Manage shareholder relations, including the preparation of proxies, communication of necessary information, maintain Director and Investor shareholder lists. Prepare annual shareholder meeting mailing.

B. Maintain all shareholder records (e.g. option, restricted) and act as a liaison for shareholders to assist with transactions, information, and management of restrictions (back- up).

C. Assist with the annual meeting and the election of officers. Prepare and organize information; assist with facility arrangements; communicate with necessary parties; keep records.

D. Administer the online portal (e.g. OTCIQ) to monitor securities’ market activity and distribution of information as required; maintain profile and information (back- up).

E. Coordinate fees and expenses associated with shareholder relations and Board of Directors administration. Review invoices, acquire necessary approval, and ensure payment.

4. Advertising and Marketing

A. Assist with the coordination of MCB advertising and marketing efforts as necessary, including ads, press releases, earnings releases, website, posting notices, etc.

B. Assist compliance, IT, branches, and other departments ensure that advertising, promotions, and correspondence follow proper guidelines for the use of MCB logos and information.

C. Facilitate communication between parties to ensure efficiency, accuracy, and proper disclosure of information.

D. Review invoices and contracts as required. Ensure payment; make recommendations as appropriate.

5. Bank Operations and Projects

A. Organize and maintain confidential file system for appropriate records.

B. Maintain and update Bank systems, forms, and reports as necessary.

C. Review, verify, and arrange payment of invoices as necessary.

D. Prepare and submit operational and other documents as required, such as loan documents, etc., and maintain appropriate records.

E. Develop and recommend office procedures and systems as necessary.

F. Assist with budgets, purchasing, cost control, and other areas that ensure profitability, functionality, and efficiency with the Bank.

G. Manage, coordinate, research, develop, test, monitor, and follow through with projects as assigned. Make recommendations as necessary.

H. Take initiative and assist with projects of the executive officer(s) as necessary.

I. Assist with administrative issues related to purchasing, personnel, facilities, operations, etc.

6. Compliance

A. Diligently protect confidential information, and assist the Bank in ensuring that all confidential and sensitive information is handled appropriately.

B. Maintain an active awareness and understanding of policies, procedures, designated authorities, regulations, and laws, including but not limited to, the Bank Secrecy Act, Anti-Money Laundering Act, etc. Follow these at all times.

C. Communicate openly with supervisors and other management about policies, procedures, work conduct, and job functions. Ask questions to clarify any uncertainty in issues.

D. Address and report suspected violations of policy, procedure, Bank Secrecy Act, Anti-Money Laundering Act, and other laws and guidelines, as outlined in the Code of Conduct. Reported information will be kept confidential.

E. Participate in training sessions and policy updates as necessary. Assist with coordination of scheduling as appropriate.

7. Other

A. Ability to work scheduled and other needed hours at the designated location(s).

B. Ability to travel to branch locations and have occasional overnight travel.

C. All Team Members should provide consistently positive, effective, helpful service to all customers, both internal and external.

D. Assist other managers or Team Members as needed.

E. Management or Bank policy may revise, delete, or add responsibility as necessary.

8. Activity

A. Ability to operate office equipment, telephones, and computers.

B. Ability to communicate fluently in English, in person, in writing, and on the computer.

C. Ability to hear, speak, and understand verbal communication.

D. Ability to read, write, count, and perform basic math functions.

E. Ability to move head, shoulders, neck, and arms freely (e.g. operation of office equipment).

F. Ability to use manual dexterity and fine manipulation for operating a keyboard, using equipment, filing, etc.

G. Ability to lift up to 15 pounds, grasp, reach, and pull.

H. Ability to think, remember, learn new information, and apply cognitive data to job functions.

I. Ability to assess and concentrate on mental and physical job tasks to see them to completion.

J. Ability to drive oneself independently for travel between locations.

K. Ability to present information to groups in an understandable format or fashion.

Qualification Requirements:

• High school diploma
• Excellent interpersonal, verbal, and telephone communication skills
• Good organizational skills; ability to prioritize and multi-task
• Unfaltering sense of confidentiality and good discretion
• Experience with MS Word, Excel, email
• Tact and pleasantness in dealing with management, visitors, board members, customers, and Team Members

Preferred Qualifications:

• Bachelor’s degree
• Experience as a bank executive assistant
• Retail banking experience
• 2-4 years of retail banking experience
• Customer service experience
• Loan experience
• Knowledge of banking regulations