Assistant Corporate Secretary (Paralegal)

Job Summary:

The Assistant Corporate Secretary Paralegal provides paralegal and administrative support to the Chief Legal Counsel in carrying out corporate housekeeping, board secretariat functions, and record management. The role ensures that all board and management actions are properly documented, organized, and compliant with corporate governance and regulatory requirements.

Key Responsibilities:

1. Draft, prepare, and organize Board and Committee Meeting Notices, Agendas, and Minutes, ensuring timely dissemination and accurate recording of discussions and resolutions.
2. Maintain the Corporate Secretary’s records, including minute books, stock and transfer books, and board resolutions.
3. Assist in corporate filings with the Securities and Exchange Commission (SEC) and other regulatory agencies, if needed.
4. Maintain an updated and well-organized corporate database, including General Information Sheets (GIS), Secretary’s Certificates, and authorizations.
5. Prepare draft board resolutions, minutes of the meeting, Secretary’s Certificates, and other board-issued documents for internal and external use.
6. Coordinate with internal departments and external counsel on corporate compliance matters.
7. Monitor regulatory deadlines and ensure timely compliance submissions, in coordination with the compliance team.
8. Perform legal and administrative research, and provide documentation support as required by the Chief Legal Counsel and/or Corporate Secretary.
9. Assist in notarization, certification, and safekeeping of legal and corporate documents.
10. Support the Chief Legal Counsel in other special projects and corporate transactions as may be assigned.