Corporate Secretarial Service Coordinator

Corporate Secretarial Service Coordinator

Hybrid Work Schedule in Wilmington, Delaware (three days in office per week)

Monday to Friday 8-5 Eastern Time

This is a contract role for approximately four months (through January 2027) and may be extended.

Summary:

The Corporate Secretary is responsible for providing governance, corporate secretarial, and entity management support to a portfolio of U.S. legal entities. The role ensures compliance with statutory, regulatory, and corporate governance requirements while supporting boards of directors, officers, and internal stakeholders with meeting administration, corporate records management, and governance best practices.

The individual will serve as a trusted governance professional, coordinating board and committee activities, maintaining corporate records, managing annual compliance obligations, and contributing to the delivery of high-quality corporate services for clients and managed entities.

Some of the things you will be doing:

Corporate Governance & Board Support

• Coordinate and manage board of directors, committee, shareholder, and member meetings for U.S. entities.
• Prepare and distribute meeting notices, agendas, board packs, resolutions, minutes, and action item logs.
• Attend meetings and draft accurate, detailed minutes reflecting discussions and decisions.
• Maintain governance calendars and ensure timely completion of board and shareholder actions.
• Provide guidance on governance processes and corporate formalities in accordance with applicable laws and organizational policies.
• Support director onboarding, resignations, appointments, and governance-related filings.

Corporate Records & Entity Management

• Maintain statutory records, minute books, corporate registers, and governance documentation.
• Ensure entity management systems are updated with accurate and complete corporate information.
• Manage legal entity data, organizational charts, officer and director records, and ownership information.
• Coordinate execution and retention of corporate documents and resolutions.
• Support document production requests, audits, due diligence exercises, and regulatory examinations.

Compliance & Regulatory Support

• Coordinate annual reports, state filings, registered agent updates, and other corporate maintenance requirements.
• Monitor compliance deadlines and ensure timely completion of statutory obligations.
• Work closely with Legal, Tax, Finance, Compliance, and external service providers regarding entity-related matters.
• Assist with entity formations, dissolutions, mergers, conversions, and restructuring projects.
• Support regulatory and jurisdictional filings as required.

Client & Stakeholder Management

• Build strong relationships with internal and external stakeholders.
• Serve as a primary point of contact for governance and corporate secretarial matters.
• Respond to client requests and inquiries in a timely and professional manner.
• Facilitate communication between directors, officers, legal counsel, and business teams.
• Deliver services in accordance with established service level agreements and quality standards.

Process Improvement

• Identify opportunities to improve governance processes, efficiencies, and controls.
• Contribute to the implementation and enhancement of entity management and board portal technologies.
• Assist in developing and maintaining policies, procedures, and governance best practices.
• Support departmental reporting, metrics, and special projects.

What technical skills, experience, and qualifications do you need?

Education

• Bachelor’s degree in Business Administration, Legal Studies, Corporate Governance, Finance, or a related field required.
• Paralegal certification, governance certification, or equivalent professional qualification preferred.

Experience

• 5-8+ years of experience in corporate secretarial, corporate governance, legal entity management, paralegal, or corporate services roles.
• Experience supporting U.S. corporations, LLCs, partnerships, and other legal entities.
• Experience preparing board materials, resolutions, and meeting minutes.
• Familiarity with entity management platforms and governance technologies.

Knowledge & Skills

• Strong understanding of U.S. corporate governance requirements and legal entity maintenance.
• Knowledge of state corporate filing requirements and annual compliance obligations.
• Excellent written, verbal, and interpersonal communication skills.
• Strong minute-taking and drafting skills.
• Exceptional organizational and project management capabilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite and entity management systems (e.g., Diligent Entities, GEMS, Blueprint, Athennian, or similar platforms).

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