Functional Title:

Assistant Corporate Secretary

Location:

New York

Reporting To:

Head of Chairs’ Office and Corporate Secretary

Department:

Chairs’ Office

Number of Direct Reports:

0

Job Purpose

The Assistant Corporate Secretary will be a member of the team supporting the Head of the Chairs’ Office and Corporate Secretary.

The Assistant Corporate Secretary will prepare first drafts of Board and Committee agendas, draft minutes of Board and Committee minutes as requested, assist in the preparation of Board materials, and maintain records of Board and Committee meetings.

This position will also be responsible for corporate maintenance for assigned CLS Group subsidiaries. and statutory documentation such as amendments to constitutional documents, secretary’s certificates, minutes excerpts and various required registrations.  This staff member will also respond to internal and external requests for corporate information, such as inquiries by internal/external auditors and the Company’s regulators. The role will also serve as the divisional liaison for risk related work including the quarterly RCSA. 

Essential Functions

Major duties and responsibilities of the job

Strategic

·      Under guidance of Corporate Secretary, responsible for agenda development, board documentation and providing first drafts of Board and committee minutes, as requested.

·      Assist in creation and distribution of Board and Committee materials.

Operational

•       Supports the function by drafting board documents, meeting minutes and assists with meeting logistics on an as needed basis

•       Prepares Secretary’s Certificates, assists with signing authority

•       Executes and records director housekeeping matters, attendance, compliance, maintains follow-up logs

•       Assists with tasks related to the Annual Report

•       Work with Head of Chairs Office to codify practices, manuals and policies

Leadership

·      Support and advise Committee Support teams across the Organization and continue to refine practices.

·      As expertise and familiarity with the organization increases, advise internal clients on corporate governance or entity governance matters.

Knowledge, Skills and Abilities

Competencies required for successful job performance

·      Excellent written communications, including legal/business writing skills.

·      Meticulous attention to detail and highly organized; must have impeccable work product.

·      Excellent interpersonal and communication skills.

·      Experience with corporate/legal documentation, including constitutional documents, board materials and minutes; also corporate housekeeping and governance documents.

·      Technologically proficient – does not need extensive IT expertise, but intermediate PowerPoint, Excel, database skills necessary. Experience with an electronic board portal (Diligent) highly desirable.

Essential Qualifications

Experience, education and any certifications as necessary for successful job performance

Absolute discretion and ability to maintain confidentiality of highly sensitive materials.

At minimum, undergraduate degree. A basic understanding of corporate law and governance principles a must.

Must have experience with board, committee or meeting planning.

Must be able to work flexible, occasionally long hours – deadline-driven.

Desired Qualifications

Experience, education and any certifications as necessary for successful job performance

Previous experience in project management/meeting management.

Corporate secretarial experience.

Success Factors

Personal characteristics contributing to an individual's ability to excel in the position

·       Intellectual curiosity and the diligence to learn every aspect of the business

·       Must be adept at recognizing corporate culture as individual acts as liaison between Board/Chairs, Executive Management and staff members – diplomacy is important.

·      Flexible, hard-working and close attention to detail.

·      Ability to assess unstructured information, digest it and present it clearly and logically.

·      Problem solver willing to thoroughly research to develop correct answer/solution.