Job Description

Corporate, SEC and Transactions:

• Assist attorneys with preparing quarterly, annual and other securities filings (8-K, 10-Q, 10-K, proxy statement, etc.).
• Prepare and review Section 16 filings and assist with stock ownership and issuance matters, including 10b5-1 trading plans, legal opinions, and communication with transfer agents, stock plan administrators, and registered shareholders. Maintain EDGAR codes for directors and Section 16 officers, as well as coordinate with other public companies where any of these individuals are officers or directors.
• Support all corporate governance processes, including preparation for board of directors and committee meetings and organizing and maintaining all corporate records, including though our electronic board portal.
• Assist with the preparation, distribution and review of directors and officers questionnaires and related party questionnaires.
• Assist in organizing all aspects of annual meeting, including preparation of meeting-related documents (agenda, scripts, etc.); interfacing with proxy solicitor, transfer agent and inspector of elections; coordination of printing of proxy card, proxy statement and notice of availability of annual meeting materials.
• Acting as custodian for corporate legal documents and establishing and maintaining centralized records system. General contract management and administration, such as tracking notice periods, renewal obligations.
• Manage and respond to requests for information and documents from auditors and finance departments.
• Assist with general compliance and corporate governance matters for the company and our international subsidiaries, including obtaining notarizations, apostilles, formation documents, certified copies, corporate filings and other corporate documents, and creation of organization charts.
• Assist with and support transactions.

Contract Management:

• Draft, review, and revise (within predetermined limits) a variety of standardized contracts, including NDAs, vendor agreements, and service agreements.
• Acting as custodian for corporate legal documents and establishing and maintaining centralized records system. Contract database management and administration, from initial request to final execution, and renewal, ensuring timely updates and compliance with deadlines.

ensuring accuracy and accessibility.

• Conduct risk assessments for contract terms and identify potential issues for legal review.

Legal Operations:

• Support the development and implementation of legal department policies, procedures, and best practices.
• Assist in the management of legal technology tools, including contract management systems and e-billing platforms.
• Monitor and track legal department metrics to identify areas for process improvement.
• Facilitate communication and collaboration between the legal team and other departments to align legal operations with business objectives.
• Conduct legal research as needed to support compliance and operational initiatives.

Desired Skills & Experience

Required:

• B.A. or B.S. degree or paralegal certificate, plus six or more years’ experience as a paralegal and/or board liaison working in an internationally/nationally-recognized law firm representing public companies or in-house legal department at an NYSE or Nasdaq listed public company (a mix of both would be ideal).
• Ability to thrive in fast paced environment, juggling competing, time-sensitive demands.
• Experience using latest technology for governance, board meeting and electronic board portal.
• Experience demonstrating ability to work independently and as part of a team, to take initiative and to ask questions when necessary; ability to conceptualize and manage complex projects while engaging resources from inside and outside the legal department.
• Excellent interpersonal, communication (oral and written). Ability to deal with sensitive issues professionally, diplomatically and confidentially. Comfortable interacting with all levels of management, including the Board of Directors. (Sense of humor is a plus).
• Very well organized, detail oriented, with strong proofreading skills.
• Ability to perform legal research.
• Excellent computer skills, including proficiency in Teams, Excel and PowerPoint; willingness to adapt to, and master changing technology.
• International experience a plus.
• Notary Public qualification a plus.

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