Corporate Administrative Assistant
Job Title: Corporate Administrative Assistant
Location: Hybrid (Concord, MA)
Reports To: CEO
Job Type: Full-time
Job Overview:
The corporate administrative assistant involves managing corporate records, ensuring timely and accurate filings with regulatory authorities, and planning logistics for Dynasil’s Board and CEO. This role assists with day-to-day administrative tasks including preparing expense reports, managing email and coordinating meetings. This role is part of a small corporate team where all team members have many responsibilities.
Key Responsibilities:
- Corporate Governance:
- Schedule, organize and coordinate Board and committee meetings, including drafting agendas, presentations, taking minutes, planning logistics.
- Assist in the preparation and distribution of board materials in a timely and accurate manner.Oversee the filing of necessary documents with government agencies, such as annual reports, financial statements, and annual censuses in United States and U.K.
- Board and Shareholder Support:
- Serve as the point of contact between the company and its Board of Directors and roughly 100 shareholders.
- Provide logistical support in annual meetings, ensuring proper documentation.
- Prepare and distribute shareholder communications, reports, and meeting notices to shareholders
- Maintain shareholder list
- Record Keeping and Documentation:
- Manage and maintain corporate records, including Board minutes, corporate resolutions, and bylaws.
- Ensure that the company’s policies and procedures are documented, reviewed, and updated regularly.
- Collect and compile related party report annually
- Administrative:
- Manage and pay accounts payable for corporate entity (5 bills per week)
- Prepare expense reports and manage travel arrangements for CEO
- Manage bank signatory changes
- Track calendar of tax filings for corporate and subsidiaries
- Submit census
- Support accounting team with budget preparation
- IT:
- Work with MSP to assist 4-person corporate staff IT needs
Qualifications:
- Education: Bachelor’s degree in business administration, accounting, law or a related field. A professional certification in corporate governance or company secretarial practices (e.g., ICSA equivalent) is a plus.
- Experience: Minimum of 5 years of experience in corporate governance, legal, or company secretarial roles. Experience with board management is preferred.
- Skills:
- Excellent written and verbal communication skills, with the ability to interact effectively with senior executives and the Board of Directors.
- Attention to detail and ability to manage multiple projects simultaneously.
- Strong organizational and time-management skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Strong Microsoft Office Suite skills (Outlook, Power Point, Word and Excel)
- Personal Attributes:
- High level of integrity and professionalism.
- Proactive, with a strong problem-solving mindset.
- Ability to work independently and as part of a team.
- Excellent interpersonal and relationship-building skills.
Additional Information:
- Position located in Concord, MA however, can become increasingly remote as employee becomes comfortable with the variety of duties of this position.
RMD is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.