Assistant Corporate Secretary

Coherent

1d • Hybrid

About The Position

The Assistant Corporate Secretary will be responsible for coordinating all logistics and administration for meetings of the Board of Directors and Board Committees. This role involves preparing and distributing meeting materials, managing board calendars, and ensuring accurate record-keeping of minutes and action items. The position also supports corporate governance functions, including maintaining records, policies, and assisting with compliance and disclosures. Additionally, the Assistant Corporate Secretary will coordinate director onboarding and education, manage governance technology platforms, and oversee records management, ensuring secure handling and retention of sensitive materials. This role requires a high degree of professionalism, discretion, and confidentiality in interactions with directors, senior executives, and external counsel.

Requirements

• Bachelor’s degree or equivalent experience.
• 5+ years of experience supporting corporate governance, board administration, corporate secretariat functions, or corporate legal operations.
• Strong understanding of corporate governance principles and board operations.
• Exceptional organizational skills and attention to detail.
• Ability to manage highly confidential and sensitive information.
• Excellent written communication and document management skills.
• Advanced proficiency with Microsoft Office and governance technology platforms.
• Experience supporting a public company Board of Directors.
• Experience with board portal systems such as Diligent, Boardvantage, or equivalent platforms.
• Experience working within a corporate legal department.
• Familiarity with SEC reporting and public company governance requirements.
• Paralegal certification or legal operations experience.
• Corporate governance expertise
• Exceptional attention to detail
• Confidentiality and discretion
• Process discipline and compliance focus
• Strong written communication skills
• Project and records management
• Ability to work effectively with directors and senior executives

Nice To Haves

• Efficient and effective Board and committee meeting administration.
• Accurate and timely governance documentation and records management.
• Strong compliance with governance and regulatory requirements.
• Positive director experience and Board support.
• Well-managed governance calendar and Board processes.

Responsibilities

• Coordinate all logistics and administration for meetings of the Board of Directors and Board Committees.
• Prepare and distribute board and committee meeting materials through board portal technology.
• Manage board calendars, annual governance schedules, and meeting planning.
• Coordinate meeting logistics, including virtual, hybrid, and in-person meetings.
• Record and maintain board and committee minutes and action items.
• Maintain corporate governance records, policies, and documentation.
• Support compliance with applicable corporate governance requirements, securities regulations, and stock exchange standards.
• Assist in preparation of governance-related disclosures, including proxy statement materials and annual governance reporting.
• Support director independence reviews and governance questionnaires.
• Maintain corporate records, resolutions, committee charters, and governance documentation.
• Coordinate onboarding activities for new directors.
• Manage director education and continuing governance training programs.
• Facilitate communications with directors regarding meetings, materials, and governance matters.
• Support annual Board and committee self-assessment processes.
• Assist with director compensation administration and related documentation.
• Administer and maintain Board portal systems and governance technology platforms.
• Track governance calendars, regulatory deadlines, and annual compliance requirements.
• Coordinate preparation of board books and governance materials.
• Support subsidiary governance activities and documentation, as needed.
• Partner with internal and external legal counsel on governance matters.
• Maintain official corporate records and minute books.
• Ensure secure handling and retention of sensitive governance materials.
• Support legal entity management and governance recordkeeping processes.
• Coordinate execution and storage of Board resolutions and written consents.

Benefits

• Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. If you need assistance or an accommodation due to a disability, you may contact us at [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree