Senior Legal Assistant & Corporate Governance Coordinator

The Senior Legal Assistant & Corporate Governance Coordinator provides advanced legal administrative, corporate governance, and legal operations support to the Chief Legal Officer and Legal Department leadership team. This role is responsible for coordinating Board and Committee governance activities, maintaining corporate records, supporting public company governance requirements, administering legal operations processes, and ensuring the effective management of critical Legal Department workflows. The position exercises sound judgment, discretion, and independent ownership of corporate governance and legal administration processes in a fast-paced public company environment.

ESSENTIAL

• Coordinate Board of Directors and Committee meetings, including preparation, organization, quality review, publication, and distribution of meeting materials through board portal software such as Diligent.

• Attend quarterly Board of Directors and Committee meetings, including occasional evening meetings, and assist with meeting logistics, minute preparation, follow-up activities, and maintenance of governance records. 

• Assist with preparation and coordination of proxy statement materials, annual shareholder meeting materials, SEC filing support documents, and other public company governance activities. 

• Monitor regulatory, governance, and legal department deadlines, including SEC filing support deadlines, recurring reporting requirements, and other critical deliverables.

• Maintain corporate governance records, subsidiary records, entity information, resolutions, and other confidential corporate documentation.

• Coordinate document execution activities, including obtaining signatures from executives, directors, and authorized company representatives. 

• Support administration of Board portal systems, governance calendars, and corporate record retention activities.

• Administer and maintain Legal Department SharePoint and document repositories, ensuring information is accurate, current, organized, and readily accessible.

• Manage legal department invoices, outside counsel billing, vendor payment processes, and LegalTracker administration. 

• Support budget tracking, invoice reporting, accrual processes, legal operations reporting, and departmental metrics. 

• Maintain Legal Department records, files, databases, and information management systems.

• Coordinate legal department projects, process improvement initiatives, and operational activities.

• Prepare, proofread, edit, format, and distribute legal, governance, corporate, and departmental communications. 

• Manage highly confidential legal and governance information with professionalism and discretion. 

• Maintain the CLO's calendar and coordinate key meetings and events across multiple time zones.

• Coordinate domestic and international travel arrangements and related expense administration. 

• Participate in meetings as requested and prepare meeting notes and follow-up communications. 

• Build and maintain effective relationships with internal and external stakeholders to support execution of Legal Department objectives. 

• Serve as a liaison among Legal Department leadership, executive assistants, and key internal and external stakeholders.

ADDITIONAL

Other duties as assigned.

Supervisory Responsibilities

 This position has no supervisory responsibilities.

Reporting Relationship

• Reports to Chief Legal Officer 

• Will routinely partner with members of the Legal Department leadership team, Corporate Secretary functions, Finance, Internal Audit, external auditors, and outside counsel in support of governance and legal operations activities.

REQUIRED

• Minimum of ten (10) years of experience as an executive assistant, legal secretary, paralegal, or similar role in a corporate environment.

• Experience supporting senior executives and coordinating activities involving a Board of Directors.

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

DESIRED

• Experience supporting a Chief Legal Officer, Corporate Secretary, General Counsel, or other senior legal executive.

• Experience using board portal software such as Diligent, BoardVantage, or similar governance platforms.

• Experience managing invoices, budgets, or legal billing processes within LegalTracker or a comparable legal operations system.

• Experience working for a publicly traded company.

• Familiarity with SEC filings, proxy statement preparation, annual shareholder meetings, and corporate governance processes.

• Experience maintaining subsidiary records and entity management databases.

• Experience supporting global operations and international executive travel.

• Knowledge of corporate governance processes, Board administration practices, and public company reporting support activities.

Knowledge, Skills, Abilities, and Other Characteristics

• Exceptional attention to detail and commitment to accuracy.

• Elite organizational and follow-through capabilities.

• Strong problem-solving, critical thinking, and decision-making skills.

• Strong organizational and project management skills

• Excellent written and verbal communication skills.

• Ability to work effectively under pressure by prioritizing competing demands with exceptional accuracy and minimal supervision.

• Ability to independently administer governance and legal operations processes with minimal supervision.

• Ability to anticipate needs and proactively address issues before they arise.

• Demonstrates professionalism, discretion, and sound judgment in all interactions.

• Ability to build trusted relationships with board members, senior executives, outside counsel, and other stakeholders.

• Demonstrated ability to maintain strict confidentiality and exercise sound judgment regarding highly sensitive information.

• Strong service orientation and collaborative mindset with a positive, professional demeanor.

• Demonstrates initiative and continuous process improvement orientation.

Working Conditions

This position is considered OFFICE WORK which is characterized as follows. 

• Almost exclusively indoors during the day and occasionally at night. 

• Occasional exposure to airborne dust in the work place. 

• Work surface is stable (flat).

   

Physical Activity/Requirements 

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. The company provides reasonable accommodations to enable individuals with disabilities to perform essential job functions.

This position is considered LIGHT work.

OCCASIONAL

FREQUENT

CONSTANT

• Lift up to 20 pounds

• Climbing, stooping, kneeling, squatting, and reaching

   

• Lift up to 10 pounds
• Standing

• Repetitive movements of arms and hands
• Sit with back supported