Executive Assistant/Corporate Secretary/Stock Registrant

Job Overview

Provides high-level administrative, governance, and organizational support to the President/CEO, management team, Chair of the Board, and Board of Directors. Serves as a trusted liaison to internal and external stakeholders while handling confidential and sensitive information with discretion. Coordinates executive priorities, Board activities, business travel, meetings, events, records, and office operations to promote timely communication and efficient execution of company business. Maintain all records of the stock activities of the company and to ensure that all stock transactions are executed in an accurate and expedited manner. Assist in the coordination and execution of all shareholder activities and correspondence. Act as support staff to marketing department and management.

Responsibilities

· Board and governance support: Coordinate all administrative aspects of Board of Directors and committee meetings, including schedules, notices, agendas, meeting materials, accommodations, catering, and travel. Attend meetings as required, record accurate minutes, maintain action items, and prepare final minutes for approval and distribution.

· Confidential documentation: Prepare, edit, format, and safeguard confidential correspondence, reports, presentations, contracts, legal forms, strategic-planning materials, budgets, policies, bylaws, procedures, and other corporate records.

· Executive calendar and priorities: Manage complex scheduling and meeting logistics for the President/CEO and other leaders as assigned. Anticipate conflicts, coordinate participants, track deadlines, and follow up on commitments.

· Travel coordination: Arrange domestic and international travel, including air, ground transportation, lodging, itineraries, and related documentation. Communicate changes promptly and support expense documentation as needed.

· Events and hospitality: Plan and coordinate off-site retreats, Board events, shareholder dinners, conventions, seminars, golf tournaments, and other company functions. Manage vendors, venues, guest details, materials, and day-of logistics.

· Executive communications: Draft, proofread, and distribute professional correspondence, memoranda, presentations, meeting materials, and company communications on behalf of leadership.

· Office and visitor support: Receive visitors, coordinate on-site meetings, maintain professional office protocol, and serve as a welcoming and responsive point of contact for employees, directors, shareholders, customers, and business partners.

· Stakeholder liaison: Maintain effective working relationships with the building property manager, service providers, vendors, and external contacts; coordinate building access, services, and issue resolution.

· Records management: Maintain secure, organized, and current electronic and physical files for corporate, Board, legal, and executive records in accordance with company practices and confidentiality requirements.

. Stock Transaction: Execute all stock transactions and assure all necessary computer and individual documentation is in place. Fully responsible for all stock transfers, sales, and issues, including the maintenance of a complete and accurate list of all shareholders.

. Shareholder Coordination: Responsible for the preparation of shareholder activities, including proxy distribution, and serve as inspector for the counting of votes by class for the annual meeting. Assist in the planning of and attend all regional shareholder dinners.

. Shareholder Accounting: Responsible for the execution of the annual shareholder accounting function including but not limited to; data input, tonnage balancing, computerized checks, preparation of federal and state tax forms, and the distribution of 1099 forms to all shareholders.

· Cross-functional support: Provide executive-level administrative assistance to CALAMCO guests and support management and staff with priority projects, operational needs, and special assignments.

Qualifications

• Proven experience as an executive assistant or in a similar administrative role supporting senior leadership within a corporate environment.
• Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced setting.
• Excellent written and verbal communication skills coupled with professional phone etiquette.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, …