Legal and Compliance Administrator

Responsibilities

Executive & Administrative Support

• Manage complex calendars, travel, and expense reporting for one or more senior executives.
• Coordinate and prepare for internal and external meetings, including agendas, briefing materials, and follow-ups.
• Serve as a trusted liaison among executive leadership, board members, internal teams, and outside parties (counsel, auditors, vendors, regulators).
• Draft, edit, and format correspondence, memos, presentations, and reports.
• Handle sensitive and confidential information with consistent discretion.

Corporate Governance & Board Support (Assistant to the Corporate Secretary)

• Support the Corporate Secretary in preparing for board and committee meetings: scheduling, logistics, agenda preparation, and assembling and distributing board materials (including via board portals such as Diligent or similar).
• Draft and maintain meeting minutes, board and committee resolutions, and written consents.
• Maintain the company's corporate records and minute books, entity records for subsidiaries, and good-standing / annual-report filings.
• Administer director and officer (D&O) questionnaires and conflict-of-interest/independence disclosures.
• Assist with annual meeting preparation and other governance calendars and deadlines.
• Coordinate with equity administration on stock and cap-table matters as needed.

Legal & Contract Administration

• Own the contract lifecycle: intake, tracking, routing for review and signature, execution, organized storage, and monitoring of renewals, expirations, and key obligation dates.
• Maintain the contract database / contract-lifecycle-management (CLM) system and keep it accurate and current.
• Prepare, organize, and assist in redlining standard agreements (e.g., NDAs, vendor and services agreements) under attorney supervision.
• Coordinate with outside counsel; manage legal files, matter tracking, and legal-invoice processing.
• Support policy administration, recordkeeping, and general compliance workflows.

SEC & Compliance Filings

• Prepare and file Section 16 reports — Forms 3, 4, and 5 — through the SEC's EDGAR system for directors, officers, and other reporting persons, ensuring strict compliance with filing deadlines (generally two business days for Form 4).
• Maintain EDGAR access codes and powers of attorney for reporting persons.
• Track insider transactions and coordinate with finance, equity administration, and counsel to gather accurate transaction data.
• Assist with other periodic and ad hoc ownership and compliance filings as directed.

Process Improvement & Legal Operations

• Support development of templates, trackers, filing systems, and legal department workflows.
• Identify opportunities to improve organization, efficiency, and visibility across legal matters.
• Help establish scalable administrative processes as the legal function grows.

Preferred Qualifications

• 10+ years of experience supporting executives as an executive assistant, combined with paralegal or corporate / legal administrative experience.
• Working knowledge of corporate governance practices and board support.
• Familiarity with SEC Section 16 reporting and the EDGAR filing process.
• Demonstrated experience with contract management and document handling.
• Exceptional confidentiality, discretion, and professional judgment.
• Excellent written and verbal communication, organization, and attention to detail.
• Proficiency with Microsoft Office (or Google Workspace), Workiva and comfort learning board-portal and CLM tools.

Benefits

• Health, Dental & Vision Insurance
• Health Savings Account
• Disability and Life Insurance
• 401K Plan
• Paid Time Off, Holidays