Adams and Reese

Firm Designated Secretary to the Executive Committee (Firm Corporate Secretary)

New Orleans, LA
Full Time
Experienced
The Firm’s Designated Secretary to the Executive Committee/Firm Corporate Secretary is responsible for internal compliance and maintaining all partnership documents required by law and the Firm’s Articles of Partnership, including organizing and facilitating all meetings of the Executive Committee and the Partnership. The person holding the position reports directly to the Executive Committee Chairman and the Executive Committee Members.
General duties are:
  1. Organize/facilitate all Executive Committee and Partnership Meetings
  2. Ensure Firm’s compliance with required legal filings
  3. Keep all firm documents secure, both paper and online documents
  4. Collaborate with the Executive Committee and Management Team
  5. Have knowledge of Articles of Partnership requirements
Specific duties include:

Partnership Records Management:
  • Draft agenda and facilitate Partnership Meetings; record and maintain attendance records; prepare minutes of meetings as required
  • Facilitate preparation of  PowerPoint or similar presentations for Partnership Meetings
  • Update annually partnership rosters in the Articles of Partnership
  • Prepare amendments, notices and proxy forms and ballots as required
  • Secure signatures of all newly elected partners and maintain original signature pages in Firm vault
  • Maintain electronic partnership records, including the Articles of Partnership on Firm intranet
  • Maintain working knowledge of Articles
  • Update annually all the Firm’s legal entity registrations in every state in which Firm is registered to do business
Executive Committee Management
  • Attend, record and prepare minutes of all meetings
  • Draft agenda in coordination  with Chairman  and facilitate Executive Committee Meetings
  • Coordinate with Firm office managers to facilitate meetings in various offices
  • Publish meeting notifications and agenda to Partnership on behalf of Chairman
  • Prepare pdf binder of agenda and all materials for distribution to Executive Committee prior to meetings
  • Maintain all Executive Committee records in the Firm’s permanent electronic records
  • Prepare and update as needed an Executive Committee Orientation pdf binder
Executive Committee Elections
  • Manage and administrate the annual Executive Committee election process and Executive Committee Chairman election process.
  • Confer with Chairman regarding timeline and publish timeline for elections
  • Communicate with the Partnership regarding the process for nominations for election
  • Receive and record all nominations
  • Prepare notices and ballots for election if required
  • Communicate election results to Chairman
  • Within 3 days of the Executive Committee elections, poll the Executive Committee regarding  willingness to serve as Chairman
  • Prepare notices and ballots if a chairman election is required
Compensation Committee Process
  • Draft  communications and facilitate setting up the annual Compensation Committee schedule and process
  • Coordinate  the self and peer evaluation processes via the Firm’s online program including updating online forms and processes
  • Facilitate meetings of the committee  and provide documents as required
  • Facilitate scheduling partners for meeting with the Compensation Committee if required
  • Coordinate distribution of Preliminary and Final Compensation Committee Reports
Partnership Nominating Committee
  • Provide support for the annual partner nominating process, including facilitation of schedule, gathering information as required and assist with voting/polls as requested
Strategic Planning
  • Serve as recording secretary for Strategic Planning meetings
  • Coordinate, prepare, and collate responses to any Requests for Information from consultants
  • Facilitate scheduling Strategic Planning meetings and assist with logistics
Requirements:
  • B.S. degree preferred
  • Proficiency  in Microsoft Office suite of software, including Word, Excel, PowerPoint, Outlook
  • 3-5 years’ vocational experience in an executive office, legal department, law firm, or similar professional experience
Traits desired/required for this position:
  • Meticulously organized and detail-oriented
  • Effective and patient communicator
  • Skilled  problem solver
  • Familiarity  with business laws and regulations
  • Extremely discreet
  • Deeply committed to personal integrity and honesty
  • Acquainted with, and not bothered by, bureaucratic red tape
  • Able to perform under pressure
  • Able to serve as a calm and rational mediator

 
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