Assistant Corporate Secretary

Coherent

About The Position

The Assistant Corporate Secretary will be responsible for leading the end-to-end coordination of Board of Directors and Committee meetings, including scheduling, agendas, and materials. This role involves partnering with the General Counsel and Legal team to prepare, review, and distribute board books and supporting materials. The Assistant Corporate Secretary will also coordinate the drafting, review, and maintenance of Board and Committee minutes, resolutions, and official corporate records. Key responsibilities include managing the Board calendar and governance cadence, tracking Board action items, supporting proxy statement preparation and governance disclosures, and maintaining corporate records with a high degree of accuracy. Additionally, the role serves as a primary point of contact for Board members, coordinating logistics for meetings and engagements. The Assistant Corporate Secretary will also provide support to the General Counsel, including managing their calendar, processing expenses, and coordinating travel arrangements.

Requirements

10–15+ years of relevant experience, including Assistant Corporate Secretary, executive support, or similar senior administrative roles
Significant experience working with Board of Directors and corporate governance processes, preferably in a public company environment
Strong understanding of corporate governance practices, ideally in a public company environment
Demonstrated ability to support senior executives in a fast-paced, high-stakes environment
Exceptional organizational skills with the ability to manage complex workflows and competing priorities
High level of discretion and experience handling confidential information
Strong written communication skills, including experience preparing executive- or board-level materials

Nice To Haves

Experience working closely with a General Counsel or Corporate Secretary
Exposure to proxy statements, SEC processes, or governance disclosures
Paralegal background or certification (a plus)
Experience in a fast-paced, complex organization

Responsibilities

Lead the end-to-end coordination of Board of Directors and Committee meetings, including scheduling, agendas, and materials
Partner with the General Counsel and Legal team to prepare, review, and distribute board books and supporting materials
Coordinate the drafting, review, and maintenance of Board and Committee minutes, resolutions, and official corporate records
Manage the Board calendar and governance cadence, ensuring alignment across executives and directors
Track Board action items, approvals, and key decisions to ensure timely follow-up and execution
Support proxy statement preparation and governance disclosures in coordination with Legal and Finance
Maintain corporate records and governance documentation with a high degree of accuracy and organization
Serve as a primary point of contact for Board members, ensuring a seamless and professional experience
Coordinate logistics for Board meetings, offsites, and director engagements, including travel and related arrangements
Ensure effective coordination across Legal, Finance, and executive leadership on governance-related matters
Manage the General Counsel’s calendar, including prioritization, scheduling, and alignment with key stakeholders
Prepare and process expense reports and coordinate travel arrangements
Assist with preparation of materials and coordination for executive and Board interactions, ensuring follow-through on key priorities