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Administrative Support Jobs in Santa Clara, CA

Assistant Corporate Secretary

II-VI Aerospace & Defense

Santa Clara, CA

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JOB DETAILS
SKILLS
Biology, Board Meeting, Calendar Management, Career Development, Communication Skills, Compensation and Benefits, Computer Workstations, Consumer Goods and Services, Corporate Compliance, Corporate Governance, Detail Oriented, Document Management, Documentation, Environmental Management Systems, ISO 9000, ISO 9001, Internet Technology, Keyboards, Legal, Legal Documents, Logistics, Maintain Compliance, Manufacturing, Microsoft Office, Military Science, Office Equipment, Onboarding, Organizational Skills, Paralegal, Physical Demands, Plan Meetings, Product Development, Proxy Statement, Quality Management, Record Keeping, Records Management, Regulations, Regulatory Compliance, SEC Filings, Securities, Semiconductors, Stock Market, Systems Administration/Management, Systems Maintenance, Time Management, Training Program, Willing to Travel, Writing Skills
LOCATION
Santa Clara, CA
POSTED
2 days ago
Job Description

Primary Duties & Responsibilities

Board and Committee Administration
  • 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.
Corporate Governance Support
  • 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.
Director Relations and Onboarding
  • 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.
Governance Operations
  • 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.
Records Management
  • 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.
Education & Experience
  • 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.
Skills
  • 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
  • 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.
Working Conditions
  • Onsite/Hybrid work
  • Regular interaction with senior executives, Board members, external legal counsel, and other stakeholders requiring a high degree of professionalism, discretion, and confidentiality.
  • May require occasional travel and flexibility to work outside standard business hours to support Board and committee meetings, governance deadlines, and other time-sensitive corporate matters.
Physical Requirements
  • Ability to work at a computer workstation for extended periods, including frequent use of a computer, keyboard, office equipment.
  • Ability to review, prepare, and manage detailed governance, legal, and corporate documents with a high degree of accuracy and attention to details.


Safety Requirements

All employees are required to follow the site EHS procedures and Coherent Corp. Corporate EHS standards.

Quality and Environmental Responsibilities

Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

Culture Commitment

Ensure adherence to company's values (ICARE) in all aspects of your position at Coherent Corp.:

Integrity - Create an Environment of Trust

Collaboration - Innovate Through the Sharing of Ideas

Accountability - Own the Process and the Outcome

Respect - Recognize the Value in Everyone

Enthusiasm - Find a Sense of Purpose in Work

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 talentacquisition@coherent.com.

About Us

Coherent is a global leader in lasers, engineered materials and networking components. We are a vertically integrated manufacturing company that develops innovative products for diversified applications in the industrial, optical communications, military, life sciences, semiconductor equipment, and consumer markets. Coherent provides a comprehensive career development platform within an environment that challenges employees to perform at their best, while rewarding excellence and hard-work through a competitive compensation program. It's an exciting opportunity to work for a company that offers stability, longevity and growth. Come Join Us!

Note to recruiters and employment agencies: We will not pay for unsolicited resumes from recruiters and employment agencies unless we have a signed agreement and have required assistance, in writing, for a specific opening.

About the Company

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II-VI Aerospace & Defense

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