Assistant Corporate Secretary

Primary Duties & Responsibilities:
Board and Committee Administration:

• Coordinate all logistics and administration for meetings of the Board of Directors and Board Committees.
• Prepare and distribute board and committee meeting materials through board portal technology.
• Manage board calendars, annual governance schedules, and meeting planning.
• Coordinate meeting logistics, including virtual, hybrid, and in-person meetings.
• Record and maintain board and committee minutes and action items.

Corporate Governance Support:

• Maintain corporate governance records, policies, and documentation.
• Support compliance with applicable corporate governance requirements, securities regulations, and stock exchange standards.
• Assist in preparation of governance-related disclosures, including proxy statement materials and annual governance reporting.
• Support director independence reviews and governance questionnaires.
• Maintain corporate records, resolutions, committee charters, and governance documentation.

Director Relations and Onboarding:

• Coordinate onboarding activities for new directors.
• Managing director education and continuing governance training programs.
• Facilitate communications with directors regarding meetings, materials, and governance matters.
• Support annual Board and committee self-assessment processes.
• Assist with director compensation administration and related documentation.

Governance Operations:

• Administer and maintain Board portal systems and governance technology platforms.
• Track governance calendars, regulatory deadlines, and annual compliance requirements.
• Coordinate preparation of board books and governance materials.
• Support subsidiary governance activities and documentation, as needed.
• Partner with internal and external legal counsel on governance matters.

Records Management:

• Maintain official corporate records and minute books.
• Ensure secure handling and retention of sensitive governance materials.
• Support legal entity management and governance recordkeeping processes.
• Coordinate execution and storage of Board resolutions and written consents.

Education & Experience:

• Bachelor’s degree or equivalent experience.
• 5+ years of experience supporting corporate governance, board administration, corporate secretariat functions, or corporate legal operations.
• Strong understanding of corporate governance principles and board operations.
• Exceptional organizational skills and attention to detail.
• Ability to manage highly confidential and sensitive information.
• Excellent written communication and document management skills.
• Advanced proficiency with Microsoft Office and governance technology platforms.
• Experience supporting a public company Board of Directors.
• Experience with board portal systems such as Diligent, Boardvantage, or equivalent platforms.
• Experience working within a corporate legal department.

Skills:

• Familiarity with SEC reporting and public company governance requirements.
• Paralegal certification or legal operations experience.
• Corporate governance expertise
• Exceptional attention to detail
• Confidentiality and discretion
• Process discipline and compliance focus
• Strong written communication skills
• Project and records management
• Ability to work effectively with directors and senior executives
• Efficient and effective Board and committee meeting administration.
• Accurate and timely governance of documentation and records management.
• Strong compliance with governance and regulatory requirements.
• Positive director experience and Board support.
• Well-managed governance calendar and Board processes.