| Location | Frankenmuth, MI |
Corporate Executive Administrative Assistant
Summary: Under limited supervision and with significant independent judgment, executes corporate administrative policies; provides administrative support to one or more company executives by performing some or all of the following duties.
Essential Duties and Responsibilities:
Board of Directors Support
Board Meeting Coordination- Manage full lifecycle of Board meetings, including drafting agendas for management review, Chair review, distribution, and communications with management.Materials Management- Coordinate receipt of materials from various sources, compile Board packages, upload to Boardvantage, and ensure timely access for all participantsMinutes Preparation- Prior to Board meetings, provide draft minutes to the Corporate Secretary and Assistant Secretary and support finalization post meetingMisc. Board Tasks- Process quarterly retainers and Board member expense reports; participate in recap meetings and manage follow up actions
Board Committee Assistance (NCGC & Proxy Committee)
Nomination and Corporate Governance Committee- Prepare agendas for management and Chair review, coordinate receipt of materials from various sources, compile materials, upload to Boardvantage, draft minutes prior to the meeting and provide to the Corporate Secretary and committee SecretaryAssessment Coordination- Manage annual Board and committee assessments, including survey updates, distribution, analysis, and reportsBoard Independence Classification- Coordinate the annual Board Independence questionnaire to determine board member classificationProxy Committee- Manage annual Patriot insurance Company (PIC) proxy mailing/tracking, proxy counts for Frankenmuth Insurance Company and PIC, compile meeting materials, and draft minutes and provide to Corporate Secretary prior to the meeting.
Annual Member Meeting
Meeting Preparation- Verify attendee eligibility, prepare meeting script, determine final number of Proxy Committee votes and members voting in personDocumentation support- Prepare draft minutes for Corporate Secretary and complete Oath of Director forms for submission to DIFS
Regulatory & Compliance Support
NAIC Bio Coordination- Collect and coordinate NAIC biographical information for officers and directors within regulatory timelinesCompliance Submission- Provide completed forms to Compliance for required state notifications
Onboarding/Offboarding
Assist with Executive and Board Member onboarding/offboarding
Provides meeting and travel support, including:
Coordinates manager and department calendars; schedules meetings and appointments.Arrange travel plans and itineraries.Arrange meetings, programs, events, or conferences and monitors event budget.
Prepares and distributes documents and manages files, including:
Composes and distributes documents, including correspondence, memos, reports, meeting summaries, procedures, agreements, agendas, etc.Maintains electronic and manual file systems
Provides administrative support to a variety of operating functions, projects, or program, such as:
May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations.Provides project support by conducting basic research and updating project reports.Coordinates activities relating to department accounting and budget including processing invoices, consolidating budgets, reporting variances, etc.
May serve as a member of project teams, contributing to the achievement of project objectives.Performs other duties as assigned.