Corporate Board Secretarial Specialist
About the position
The Corporate Secretarial team partners closely with clients to support the formation and ongoing governance and maintenance of legal entities. Our clients establish these entities for a variety of reasons and we take on managing the corporate administration – including governance support, attending board meetings virtually, compliance and other back office requirements, allowing our clients to focus on their core operations. Most importantly, the selected candidate will provide superior client service; providing timely and accurate delivery of service, maintaining comprehensive client records on our CRM, and communicating professionally with the team and clients throughout the service model. The position will support Fortune 500 client’s Corporate Secretarial clients with a focus on both governance and transactional work. Responsibilities include assisting with the preparation and maintenance of governance documents, complying with corporate laws and regulations and maintaining accurate and up to date legal entity records. The role involves responding to client requests and coordinating both with client and CSC team members to ensure timely drafting, execution and filing of required documents by the appropriate parties. Additionally, the position will assist the Corporate Secretarial Team with various tasks and projects as needed.
Responsibilities
• Assisting in the preparation, formatting, and distribution of Board and meeting materials to include scheduling, attending and recording via teams as Corporate Secretary
• Preparing and maintaining statutory registers, minute books, and corporate records for the company
• Drafting meeting agendas, minutes, consents and resolutions.
• Organizing the workflow to meet client’s deadlines and demands
• Maintain organized electronic and physical filing systems for corporate and legal documents.
• Maintaining accurate and comprehensive client data in our CRM (Company Records and Entity Management)
• Obtaining or applying signatures to documents upon review by legal team
• Serve as a key point of contact for internal and external clients, providing accurate and professional responses to corporate governance and compliance-related inquiries in a timely and efficient manner.
• Prepare and file IRS Form SS-4 to obtain an Employer Identification Number (EIN) for a new legal entity.
• Drafting and/or amending Bylaws
• Drafting and submit Certificate of Incorporation/Formation (Corp or LLC) with the Secretary of State.
• Follow up proactively on outstanding items and ensure all service-level agreements (SLAs) are met.
• Working collaboratively with other CSC teams
• Maintaining high level of confidentiality regarding client and client activities
• Providing outstanding customer service
• Securing virtual office space from third party – Client Specific
• Promoting process improvements where applicable
Requirements
• Ability to prioritize
• Ability to work in fast-paced environment and manage a multitude of simultaneous tasks in a positive manner
• 5+ years of experience in an administrative support role, preferably in a legal, governance, or corporate secretarial environment.
• Attention to detail and confidentiality of information
• Excellent written, oral and presentation skills
• Active Listening Skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Nice-to-haves
• Familiarity with corporate governance and compliance frameworks is an asset.
• Knowledge in Salesforce a plus
• Paralegal experience a plus
Apply tot his job
Apply To this Job
The Corporate Secretarial team partners closely with clients to support the formation and ongoing governance and maintenance of legal entities. Our clients establish these entities for a variety of reasons and we take on managing the corporate administration – including governance support, attending board meetings virtually, compliance and other back office requirements, allowing our clients to focus on their core operations. Most importantly, the selected candidate will provide superior client service; providing timely and accurate delivery of service, maintaining comprehensive client records on our CRM, and communicating professionally with the team and clients throughout the service model. The position will support Fortune 500 client’s Corporate Secretarial clients with a focus on both governance and transactional work. Responsibilities include assisting with the preparation and maintenance of governance documents, complying with corporate laws and regulations and maintaining accurate and up to date legal entity records. The role involves responding to client requests and coordinating both with client and CSC team members to ensure timely drafting, execution and filing of required documents by the appropriate parties. Additionally, the position will assist the Corporate Secretarial Team with various tasks and projects as needed.
Responsibilities
• Assisting in the preparation, formatting, and distribution of Board and meeting materials to include scheduling, attending and recording via teams as Corporate Secretary
• Preparing and maintaining statutory registers, minute books, and corporate records for the company
• Drafting meeting agendas, minutes, consents and resolutions.
• Organizing the workflow to meet client’s deadlines and demands
• Maintain organized electronic and physical filing systems for corporate and legal documents.
• Maintaining accurate and comprehensive client data in our CRM (Company Records and Entity Management)
• Obtaining or applying signatures to documents upon review by legal team
• Serve as a key point of contact for internal and external clients, providing accurate and professional responses to corporate governance and compliance-related inquiries in a timely and efficient manner.
• Prepare and file IRS Form SS-4 to obtain an Employer Identification Number (EIN) for a new legal entity.
• Drafting and/or amending Bylaws
• Drafting and submit Certificate of Incorporation/Formation (Corp or LLC) with the Secretary of State.
• Follow up proactively on outstanding items and ensure all service-level agreements (SLAs) are met.
• Working collaboratively with other CSC teams
• Maintaining high level of confidentiality regarding client and client activities
• Providing outstanding customer service
• Securing virtual office space from third party – Client Specific
• Promoting process improvements where applicable
Requirements
• Ability to prioritize
• Ability to work in fast-paced environment and manage a multitude of simultaneous tasks in a positive manner
• 5+ years of experience in an administrative support role, preferably in a legal, governance, or corporate secretarial environment.
• Attention to detail and confidentiality of information
• Excellent written, oral and presentation skills
• Active Listening Skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Nice-to-haves
• Familiarity with corporate governance and compliance frameworks is an asset.
• Knowledge in Salesforce a plus
• Paralegal experience a plus
Apply tot his job
Apply To this Job