Specialist, Office of the Secretary- Law

Overview

Responsibilities

• Assist in the review, preparation, and distribution materials for meetings of boards of directors and board committees; including drafting minutes, agendas, resolutions, consents, routine letters, memoranda, forms, reports, PowerPoint presentations, and MS Excel spreadsheets.
• Assist with the Board meeting preparations including logistics, director travel arrangements, reservations, catering and meeting needs.
• Maintain and ensure organization of the Companys corporate files, including researching, retrieving, and scanning documents in the Office of Secretary electronic filing system while monitoring the Companys record retention policies.
• Maintain and monitor list of entities and subsidiaries; run linear charts and reports required by SEC, NYSE, state regulatory and other filings of the Company and its subsidiaries.
• Prepare, manage, coordinate and update Director and Officers Questionnaires in our online Board portal.
• Maintain the Board and Office of Secretary meeting calendars, schedule meetings, track attendance, and prepare invoices for payment.
• Prepare and file the Companys Section 16 forms (Forms 3, 4 and 5) which require the tracking and manipulation of data files in MS Excel.
• Maintain clear and regular communications with senior leaders in the Law Department and, as appropriate, members of the Board of Directors, other corporate stakeholders, and external entities.
• Support and preparation for the Annual Meeting of Stockholders, including logistics, document preparation, and collaborating closely with internal Investor Relations and other teams, outside counsel and vendors and third parties.
• Manage the quarterly stock trading windows and blackout notices.
• Assist with maintaining Office of Secretary owned policies and procedures.
• Assist the attorneys and the Section Manager as necessary on related tasks and assignments and perform other related tasks and special ad hoc projects and assignments as requested from time to time.
• Knowledge of or familiarity with using online databases, e-filing software and electronic file management systems such as the SECs EDGAR, NYSE Listing Manager, Diligent BoardBooks (or similar electronic board portal) and Section 16 filing systems is helpfuland a plus.

Qualifications

• Bachelor's Degree From an accredited university and 2 years of experience
• Associate's Degree From an accredited university and 4 years of experience

• Able to multi-task, work independently, handle sensitive and confidential information and maintain confidentiality with respect to all aspects of the Office of the Secretary. Required and
• Must have excellent oral and written communication skills to effectively interact with all levels of the organization. Required and
• Computer literacy with proficiency in Windows environments and Microsoft Office (Outlook, Word, Excel, Teams and PowerPoint). Required and
• Must be well organized, detail oriented and flexible to handle multiple assignments
• and deadlines. Required and
• Must be able to work effectively with all company departments, various levels of management and board members. Required and
• Able to work in a team environment; join and participate in team projects. Required and
• Ability to work occasional nights with little or no advanced notice. Required and
• High-level attention to detail in spelling, punctuation, sentence structure and writing with the ability to process time-sensitive and confidential material quickly and accurately. Required and
• Familiarity with electronic file management systems. Preferred

• Driver's License Required

• The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.
• The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.