Assistant Corporate Secretary Jobs in Springfield, IL

This is an in-office position located in Springfield, Illinois.

At INB, your career is more than a job; it's a chance to make a difference. As a locally owned, community-focused bank, we help individuals and businesses reach their financial goals through personalized service and trusted relationships. Our team is built on care, creativity, teamwork, balance, smart work, and enthusiasm. Join us and be part of a purpose-driven culture that makes a positive impact every day.

Job Summary

The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer, Executive Leadership Team, and Board of Directors. This position is responsible for coordinating executive operations, corporate governance activities, Board administration, shareholder communications, and regulatory reporting while maintaining the highest level of professionalism and confidentiality.

The Executive Assistant serves as a trusted partner to executive leadership, ensuring the efficient coordination of meetings, strategic initiatives, corporate records, and special projects while acting as a liaison with directors, shareholders, regulators, employees, and external business partners.

This is an in-office position, regular attendance in the office is required.

Key Responsibilities

• Provide executive administrative support to the CEO and Executive Leadership Team, including calendar management, meeting preparation, travel coordination, and confidential correspondence.
• As acting Assistant Secretary of the Board, the position coordinates Board of Directors and committee meetings by preparing agendas, meeting materials, recording minutes, and maintaining official corporate records.
• Support corporate governance activities including Board resolutions, policy administration, regulatory filings, and annual corporate documentation.
• Administer shareholder records, stock ownership documentation, dividend communications, proxy materials, and Annual Shareholder Meeting activities.
• Coordinate executive and Board communications while maintaining strict confidentiality.
• Prepare professional correspondence, presentations, reports, and executive meeting materials.
• Assist with regulatory examinations, internal and external audits, and corporate reporting requirements.
• Coordinate special projects, executive events, and cross-functional initiatives.
• Maintain corporate records and ensure accurate documentation in accordance with organizational and regulatory requirements.
• Perform other duties and special projects as assigned.

Qualifications

Education

Associate's degree in business administration or related field preferred. Equivalent combination of education and experience will be considered.

Experience

• Five or more years of progressively responsible executive administrative experience.
• Experience supporting senior executives or Boards of Directors preferred.
• Banking, financial services, legal, or other regulated industry experience strongly preferred.
• Experience handling confidential information and multiple competing priorities.

Knowledge, Skills & Abilities

• Exceptional organizational and time management skills.
• Strong written, verbal, and interpersonal communication abilities.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism, discretion, and sound judgment.
• Advanced proficiency with Microsoft Office Suite.
• Ability to build positive working relationships with executives, directors, employees, and external stakeholders.
• Ability to work independently while exercising initiative and critical thinking.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is required to regularly lift and/or move up to 10 pounds. Long periods of sitting or standing in front of computer monitor. Use of hands to maintain desktop/laptop computer systems.

Salary: $65,000.00 to $80,000.00 annually.

The estimated hiring range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications, and other job-related reasons.

INB provides health, dental, vision, and life insurance benefits to all full-time employees. Coverage is also extended to their eligible dependents. Active employees make premium contributions based on plan selections.

INB, N.A. is committed to Equal Employment Opportunity with respect to recruitment, hiring, training, promotion, and other terms and conditions of employment. It is INB's policy to afford equal opportunity to all employees and applicants for employment without regard to race, creed, color, sex, sexual orientation, age, marital status, national origin, disability, religion, veteran status, or any other basis prohibited by law.