Executive Assistant

Title

Executive Assistant

Reporting to the Vice President, Corporate & Compliance and Assistant Corporate Secretary, the Executive Assistant plays a critical role in supporting the Corporate & Compliance team through executive administration, corporate governance coordination, and operational support. The position serves as a key partner to senior leadership, ensuring smooth execution of Board of Directors activities, public company compliance processes, maintenance of corporate records, and coordination of day‑to‑day administrative functions for the department.

• Coordinate and manage logistics for domestic and international Board meetings and committees.
• Arrange director travel including flights, accommodations, transportation, visas, and related requirements.
• Coordinate meeting venues, catering, and event logistics for Board meetings.
• Serve as a liaison between Board members and senior leadership to facilitate communication and meeting preparations.
• Support the administration of the Company’s Annual Meeting of Stockholders, including virtual meeting logistics.
• Assist with preparation, compilation, and distribution of Board and committee materials, including posting to governance platforms such as Board Vantage.

• Provide administrative support for public company compliance activities, including preparation and filing of SEC Forms 3, 4, 5, and 8‑K.
• Support insider trading compliance by maintaining insider lists and coordinating trading window communications.
• Assist with proxy statement preparation and related annual governance activities.

• Assist with maintenance of corporate records and governance documentation.
• Coordinate notarization, legalization, apostille, and other document authentication requirements.
• Support annual renewal and maintenance of business licenses for domestic and international entities.
• Serve as primary point of contact for notary requests and related administrative processes.

• Process legal department invoices and coordinate payment activities to ensure timely vendor payments.
• Prepare purchase requisitions and support procurement activities.
• Assist with administration and tracking of legal matters, including class action claims and other departmental initiatives.
• Provide administrative and project support to members of the Corporate & Compliance team as needed.
• Coordinate with internal stakeholders and external service providers to support efficient departmental operations.

• Bachelor’s degree from an accredited institution required.
• Minimum of 5–7 years of experience supporting a Corporate Secretary, Corporate Governance, Legal, or Executive Leadership function within a publicly traded company.
• Experience working with Board of Directors activities, executive-level stakeholders, and confidential corporate information.
• Experience supporting public company governance and compliance processes preferred.

• Exceptional organizational and time-management skills with ability to manage multiple priorities and deadlines.
• Strong written, verbal, and interpersonal communication skills.
• High level of professionalism, discretion, and integrity when handling confidential and sensitive information.
• Ability to build effective working relationships with Board members, executives, employees, vendors, and external stakeholders.
• Proven ability to work independently, exercise sound judgment, and proactively solve problems.
• Strong attention to detail and commitment to accuracy.
• Collaborative, customer‑service-oriented mindset with ability to support a variety of stakeholders.
• Advanced proficiency in Microsoft 365 applications including Word, Excel, PowerPoint, SharePoint, and One Drive.
• Experience using governance and reporting platforms such as Nasdaq Board Vantage, Workiva, EDGAR Next, Toppan Merrill Bridge, Diligent Entities, or similar systems.
• Self‑motivated, resourceful, and able to operate effectively in a fast‑paced, deadline-driven environment.

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