Corporate Secretarial Service Coordinator

About the role

The Corporate Secretary is responsible for providing governance, corporate secretarial, and entity management support to a portfolio of U.S. legal entities. The role ensures compliance with statutory, regulatory, and corporate governance requirements while supporting boards of directors, officers, and internal stakeholders with meeting administration, corporate records management, and governance best practices. The individual will serve as a trusted governance professional, coordinating board and committee activities, maintaining corporate records, managing annual compliance obligations, and contributing to the delivery of high-quality corporate services for clients and managed entities.

Responsibilities

• Coordinate and manage board of directors, committee, shareholder, and member meetings for U.S. entities.
• Prepare and distribute meeting notices, agendas, board packs, resolutions, minutes, and action item logs.
• Attend meetings and draft accurate, detailed minutes reflecting discussions and decisions.
• Maintain governance calendars and ensure timely completion of board and shareholder actions.
• Provide guidance on governance processes and corporate formalities in accordance with applicable laws and organizational policies.
• Support director onboarding, resignations, appointments, and governance-related filings.
• Maintain statutory records, minute books, corporate registers, and governance documentation.
• Ensure entity management systems are updated with accurate and complete corporate information.
• Manage legal entity data, organizational charts, officer and director records, and ownership information.
• Coordinate execution and retention of corporate documents and resolutions.
• Support document production requests, audits, due diligence exercises, and regulatory examinations.
• Coordinate annual reports, state filings, registered agent updates, and other corporate maintenance requirements.
• Monitor compliance deadlines and ensure timely completion of statutory obligations.
• Work closely with Legal, Tax, Finance, Compliance, and external service providers regarding entity-related matters.
• Assist with entity formations, dissolutions, mergers, conversions, and restructuring projects.
• Support regulatory and jurisdictional filings as required.
• Build strong relationships with internal and external stakeholders.
• Serve as a primary point of contact for governance and corporate secretarial matters.
• Respond to client requests and inquiries in a timely and professional manner.
• Facilitate communication between directors, officers, legal counsel, and business teams.
• Deliver services in accordance with established service level agreements and quality standards.
• Identify opportunities to improve governance processes, efficiencies, and controls.
• Contribute to the implementation and enhancement of entity management and board portal technologies.
• Assist in developing