Executive Assistant & Board Liaison

Job Description

Job Description

Job Summary 

The Executive Assistant & Board Liaison is responsible for coordinating all administrative functions associated with the Board of Directors and Board Committees, while supporting corporate governance, compliance, and executive administration activities for Queen City Investments, Inc. and its subsidiary companies. This position maintains the highest level of confidentiality and professionalism in all interactions and communications.

As Executive Assistant & Board Liaison, the incumbent manages Board and committee meeting administration, including scheduling, preparation and distribution of meeting materials, maintaining official corporate records, and documenting meeting minutes. The role also supports annual governance and corporate compliance activities and ensures the accuracy and integrity of Board-related documentation.

As Executive Assistant to the C-Suite, the incumbent provides comprehensive administrative support, including managing calendars, coordinating meetings and conference calls, arranging travel, maintaining corporate files, planning company events, and serving as a liaison among C-Suite executives, departments, affiliate Queen City Investments, and the Farmers & Merchants Bank Foundation. The position also assists with executive communications, speaking engagements, customer relations, and the preparation, proofreading, and distribution of correspondence, reports, presentations, and other business materials.

This role requires exceptional organizational, communication, and problem-solving skills, with the ability to work independently, manage multiple priorities, adapt to changing business needs, and consistently meet tight deadlines without compromising quality. This position is eligible for a hybrid work environment.

Key Responsibilities

Board Liaison & Corporate Governance

• Prepare, distribute, and maintain Board and Committee materials through BoardEffect (or similar governance platforms), ensuring timely delivery and accuracy of information.
• Coordinate and administer all Board of Directors, Board Committee, and Executive Management meetings, including scheduling, logistics, agenda management, and meeting support.
• Serve as the primary liaison between the Board of Directors, Board Committees, Executive Management, external counsel, and other professional advisors.
• Maintain complete, accurate, and confidential corporate records, Board minutes, resolutions, and governance documentation.
• Coordinate annual Board and Committee calendars, governance activities, and recurring corporate governance requirements.
• Monitor Board and Executive Management action items and facilitate timely follow-up on assignments, requests, and deliverables.
• Partner with executive leadership to prepare Board presentations, governance reports, strategic materials, and meeting communications.
• Coordinate meeting logistics, including facilities, catering, refreshments, technology, and related vendor services.
• Support corporate compliance activities, including annual filings, Statements of Information, and other governance-related requirements for affiliated entities.

Executive Assistant to C-Suite Executives

• Serve as a strategic partner to the Chief Operating Officer, Chief Information Officer, Chief Financial Officer by managing executive priorities and critical business activities.
• Manage complex calendars, appointments, travel arrangements, and executive schedules while ensuring alignment with organizational priorities.
• Coordinate internal and external meetings, conference calls, speaking engagements, and executive events.
• Prepare briefing materials, presentations, correspondence, reports, and other business communications for executive leadership.
• Track executive priorities, action items, deadlines, and key deliverables to ensure effective execution and follow-through.
• Serve as a professional liaison between executive leadership and internal departments, subsidiaries, the Farmers & Merchants Bank Foundation, Queen City Investments Inc, vendors, attorneys, customers, and other stakeholders.
• Maintain executive records, databases, contact information, and CRM systems.
• Coordinate client events, leadership meetings, executive offsites, and other strategic business activities.
• Lead or support special projects and initiatives as assigned.

Company Initiatives & Employee Engagement

• Coordinate annual holiday gifts, cards, and recognition programs for clients, vendors, directors, and employees.
• Assist with client gifting, sponsorship items, and promotional materials while ensuring consistency with company branding and standards.
• Oversee headquarters office administration activities and support operational efficiency across the organization.
• Chair or participate in event committee activities.
• Support organizational culture, employee experience, and workplace engagement initiatives.
• Assist with planning and execution of new business development events, leadership functions, and culture initiatives.

Compliance Responsibilities 

Complies with all applicable state and federal laws, regulations, fiduciary standards, and internal policies governing trust and wealth management activities, including applicable Bank Secrecy Act (BSA), Anti-Money Laundering (AML), Office of Foreign Assets Control (OFAC), and Customer Identification Program (CIP) requirements, as relevant to trust accounts and client relationships, Financial Elder Abuse reporting laws, Sexual Harassment prevention policies, and information security and privacy requirements.

Required Knowledge 

• Experience supporting Board governance processes, Board meetings, executive communications, and corporate records management.
• Exceptional organizational, calendar management, project coordination, and stakeholder management skills.
• Strong business acumen and ability to exercise sound judgment in handling sensitive and confidential matters.
• Excellent written, verbal, proofreading, and interpersonal communication skills.
• Advanced proficiency in Microsoft Office Suite.
• Demonstrated ability to handle highly confidential and proprietary information with discretion and professionalism.

Basic Knowledge, Skills and Abilities 

• Strong leadership skills demonstrated through influence, collaboration, and relationship building.
• Ability to manage multiple priorities, adapt to changing demands, and consistently meet deadlines with a high degree of accuracy.
• Strategic thinking, critical analysis, and problem-solving capabilities.
• Ability to anticipate executive needs and proactively address priorities.
• Strong stakeholder management and relationship-building skills across all levels of the organization.
• High degree of professionalism, discretion, diplomacy, and emotional intelligence.
• Strong attention to detail and commitment to quality and accuracy.
• Ability to balance both strategic responsibilities and day-to-day administrative tasks.
• Willingness to perform responsibilities of varying scope and complexity, ranging from routine administrative duties to high-priority executive and Board initiatives.
• Ability to work in-office a minimum of 25 days per year.

Equipment Operated 

• Operates standard electronic computers and customary office equipment required to perform essential job functions.
• Use of equipment is required, with or without reasonable accommodation, in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

Physical Requirements & Work Environment 

The physical demands and work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Nothing in this description is intended to limit the availability of reasonable accommodation under applicable law.

• Ability to perform repetitive movements associated with office and computer-based work.
• Ability to sit and or stand for extended periods of time to perform essential job functions.
• Ability to lift, carry, or move objects weighing up to 25 pounds, with or without reasonable accommodation.
• Ability to use hands and fingers to manage, manipulate, or feel objects and operate standard office equipment.
• Work is primarily performed in an office environment with a controlled temperature and standard office conditions.

Education and Experience 

• Bachelor's degree in Business Administration, Communications, Finance, or a related field preferred; equivalent combination of education and relevant work experience will be considered.
• Minimum 10 years of progressively responsible executive assistant, board liaison, corporate governance, or related administrative experience supporting senior leadership.

Officer Title Eligibility 

For qualified positions, the Trust Company may designate an Officer Title based on the role’s job level, scope of responsibility, and alignment with established competency frameworks. Eligibility for an Officer Title designation is contingent upon the employee meeting defined competency, performance, and experience requirements and is governed by applicable Bank policies, governance standards, and required approval processes.

• This position is eligible for the following Officer Title(s): Vice President

Compensation

The listed range represents the full compensation range for this position. Placement within the range will be determined based on factors including skills, relevant experience, job‑related qualifications, geographic location, and internal equity, in accordance with Bank compensation policies.

• Non‑Exempt Hourly Rate: $42.00 – $67.00 per hour

Disclaimer

This job description is intended to describe the general nature and level of work being performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be required to perform other duties as assigned, consistent with business needs and applicable law.

Farmers and Merchants Trust Company reserve the right to modify, amend, or discontinue job duties or requirements at any time. Nothing in this job description creates a contract of employment, either express or implied, or alters the at‑will nature of employment.

10/09/2026