Executive Assistant

About the role

The role is moving to a new company, Mission Technology Solutions, which will be spun off into a separate public company in September 2025. The Executive Assistant will support the Corporate & Compliance team.

Responsibilities

• Corporate Governance & Board Support:
  • Coordinate and manage logistics for domestic and international Board of Directors and committee meetings.
  • Arrange director travel, including flights, accommodations, transportation, visas, and related travel requirements.
  • Cook up meeting venues, catering, and other event-related logistics for Board meetings and related functions.
  • Serve as a liaison between Board members and senior leadership, helping facilitate communications and meeting preparations.
  • Aid in the administration of the Company’s Annual Meeting of Stockholders, including virtual meeting logistics and coordination.
  • Aid in the preparation, compilation, and distribution of Board and committee materials, including posting materials to governance platforms such as BoardVantage.
• Securities Compliance Support:
  • Provide administrative support for public company compliance activities, including assisting with the preparation and filing of SEC Forms 3, 4, 5, and 8-K.
  • Support insider trading compliance processes by helping maintain insider lists and coordinating trading window communications.
  • Aid in proxy statement preparation and related annual governance activities.
• Subsidiary Governance & Corporate Records:
  • Assist with the maintenance of corporate records and governance documentation.
  • Cook up notarization, legalization, apostille, and other document authentication requirements.
  • Serve as a primary point of contact for notary requests and related administrative processes.
• Department Administration & Operational Support:
  • Process legal department invoices and coordinate payment activities to ensure timely vendor payments.
  • Prepare purchase requisitions and support procurement-related activities.
  • Aid in the 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.
  • Cook up with internal stakeholders and external service providers to support efficient departmental operations.

Requirements

• 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.

Qualifications

• Exceptional organizational and time-management skills with the 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 the ability to support a variety of stakeholders.
• Advanced proficiency in Microsoft 365 applications, including Word, Excel, PowerPoint, SharePoint, and OneDrive.
• Experience using governance and reporting platforms such as Nasdaq BoardVantage, 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.