Administrative Support Professional for Office of the Corporate Secretary, Analyst
October 10, 2018
San Francisco, California
Full Time - Experienced
4 Year Degree
Discover your opportunity with MUFG Bank, the 5th largest financial group in the world with total assets of over $2.4 trillion (as ranked by SNL Financial, April 2016) and 140,000 colleagues in nearly 50 countries. In the U.S., we’re 13,000 strong, working together to positively impact every customer, organization, and community we serve. We achieve this by delivering on our values, putting people first, fostering long-term relationships built on honesty and mutual understanding, and inspiring the best in each other. This is all part of our inclusive, high-performing culture supported by Total Rewards that include our cash balance pension plan. Join a team that’s working to fulfill its vision to be the world’s most trusted financial group.
General Office of the Corporate Secretary functions:
Manage Board of Director and Committee Meetings Calendar
Maintain accuracy and integrity of calendar information, making sure information is current with dial in information, locations, time zones, reservations and verification of video conferencing locations.
Manage the records of the OCS, including organizing, keeping inventory of digital and hard copy files, adhering to established protocols on confidentiality and security policies of the Bank.
Keep and updates procedures for the various administrative functions of the OCS.
Fixed Asset Management
Ensure departmental equipment is inventoried, updated and securely stored and ready for use at various BOD meetings. (IPads, passwords, printer, chargers, nameplates, etc.)
Board of Directors Support
Collects, maintains and assesses data on Director attendance for various quarterly meetings and prepares Quarterly fees and Retainers payment instructions to Accounts Payable. Follow-up to ensure payments are processed in a timely manner. Maintains accurate and up to date records of payments made.
Prepares and submits travel expenses for BOD members.
Manages transportation arrangements for BOD as needed during meetings.
Assists in logistics of meeting setup, venue sourcing, RSVPs for attendance, etc., across different locations.
Assists in collecting presentation materials, ensuring distribution complies with pre-established guidelines.
Prepares attendance sheets for all Board and Board Committee meetings and ensure the meeting Secretary is prepared for the meeting.
Administrative Support Functions for Corporate Secretary and Deputies:
OCS team includes CS and 3 Deputies.
Act as gatekeeper for OCS team. Demonstrates ability to handle confidential and sensitive information in accordance with Bank policies. Assists in fostering collaboration among OCS team.
Stays current on Bank policies regarding travel, expense reimbursements, and general processes.
Corporate Secretary Support:
Manages calendar, meeting planning, arrange for travel, hotel and transportation for CS, including domestic and international travel.
Ensure timely submission and follow up of expenses for CS.
Consistent communication and face time dialogue with CS to ensure tasks are being handled within expectations of CS.
Assists in coordination of BOD calendar planning and in the logistics, catering, etc., of meetings.
Follows up on deliverables, stay on top of due dates, critical deadlines, and ensure CS is well informed of statuses.
Corporate Secretary Deputies Support:
Organizes regular team meetings and follows up on deliverables.
Arranges travel and hotel reservations for team members.
Manages expense reimbursements for team on a timely basis.
Performs more complex administrative support duties involving frequent exercise of independent professional judgement, initiative and diplomacy in support of OCS team.
Exercise professional tact in written and verbal inquiries when communicating with high level management of the Bank, their executive assistants or members of the Board.
Strong written and verbal communication skills. Common sense problem solving, negotiation and follow up skills.
Demonstrates composure and professionalism. Ability to collaborate effectively and strategically with senior management, Board members and peers throughout the department and Bank.
Must possess sharp and meticulous attention to detail, accuracy in work product and follow- up.
Advanced organizational and prioritization skills and ability to handle multiple projects in a fast paced environment with minimal supervision.
Advanced skills in MS office suite (Word, Excel, Outlook, Power Point) and document sharing platforms such as Imanage/Desksite.
Experience with Board portal software.
Experienced complex calendar management, across different time zones.
Associate degree or Bachelor degree desired.
10+ years’ experience in a senior administrative role for a large corporation.
Corporate Governance, C-suite level or Board of Director support experience preferred.
Must be flexible to work extended hours.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
We are proud to be an Equal Opportunity/Affirmative Action Employer and committed to leveraging the diverse backgrounds, perspectives and experience of our workforce to create opportunities for our colleagues and our business. We do not discriminate in employment decisions on the basis of any protected category.
A conviction is not an absolute bar to employment. Factors such as the age of the offense, evidence of rehabilitation, seriousness of violation, and job relatedness are considered in all employment decisions. Additionally, it’s the bank’s policy to only inquire into a candidate’s criminal history after an offer has been made. Federal law prohibits banks from employing individuals who have been convicted of, or received a pretrial diversion for, certain offenses.
Additional Salary Information: base + bonus
Internal Number: 10023054-WD
Bank of Tokyo-Mitsubishi UFJ is now MUFG Bank. Our history spans over 350 years, and we know the value of building trust and offering comprehensive financial solutions. Guided by our principles, MUFG has grown to become the world’s fifth largest financial group. As a strong global partner, we've had a hand in financing some of humankind's biggest achievements across multiple industries. Moving forward, MUFG continues our tradition of unwavering commitment to our clients and a passion for progress.