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Assistant Corporate Secretary

Company: GXO Logistics
Location: Greenwich
Posted on: January 3, 2022

Job Description:

Logistics at full potential. At GXO, we're constantly looking for talented individuals at all levels who can deliver the caliber of service our company requires. You know that a positive work environment creates happy employees, which boosts productivity and dedication. On our team, you'll have the support to excel at work and the resources to build a career you can be proud of. As the Assistant Corporate Secretary, you will be responsible for assisting with SEC filing preparation, NYSE listing maintenance, legal entity management, due diligence for financing deals and assisting with legal perspectives of equity incentive plans and stock administration. You will assist with drafting resolutions and work with in-house Legal, Tax and Treasury personnel to support intercompany transactions, including share capital transactions and reorganizations. Strong initiative, follow through, the ability to maintain confidentiality and operate in the role with the highest of ethical standards and professionalism are required. This position will include significant interaction with our GXO Board of Directors and senior executive officers. Pay, benefits and more.We are eager to attract the best, so we offer competitive compensation and a generous benefits package, including full health insurance (medical, dental and vision), 401(k), life insurance, disability and more. What you'll do on a typical day:SEC Filings:

  • Manage aspects of insider trading transactions, including filing Section 16 reports (Form 3, 4 and 5)
  • Assist with preparation and filing of SEC and NYSE required filings (e.g., Forms 8-K, 10-Q, 10-K, Annual Governance Attestation)
  • Meaningfully contribute to proxy statement/Annual Report preparation by maintaining drafts of annual filings; work with various departments to obtain and organize information, including beneficial ownership reporting, Board and Committee meeting information and director independence determinations (D&O questionnaires)Public Company Corporate Governance:
    • Assist with organization of Board of Directors and Committee meetings, including logistics for meetings, organization of presentations and preparation of agendas
    • Maintain corporate minute books for NYSE-listed GXO Board of Directors and Committees, including drafting corporate certificates, resolutions, minutes and other necessary documentation
    • Assist with updates to corporate committee charters, governance guidelines, policies and procedures
    • Coordinate with the corporation's transfer agent to perform various shareholder services, including issuance and cancellation of stock certificates
    • Coordinate director fees, including distribution of 1099s in coordination with Accounts PayableSubsidiary Management:
      • Prepare and file all necessary documents for formation/dissolution of subsidiaries in the Americas and Asia Pacific including Articles of Incorporation, Bylaws, Articles/Certificates of Dissolution and necessary board and shareholder minutes and consents
      • Lead maintenance activities for legal entities in the Americas and Asia Pacific, including partnering as needed with local counsel to prepare written consents, resolutions, certifications, minutes and other corporate documentation; update database of historical stock, officer, director and other corporate information for all subsidiaries in the region; draft jurisdictional certificates of authority and certificates of withdrawal; mange corporate agents that the company engages within and outside the United States
      • Direct all aspects of domestic corporate qualifications and registrations for applicable businesses; coordinate with corporate agents to evaluate the needs for annual returns, foreign qualifications, business licenses and other governmental filings as necessary to comply with local, state and national requirements for business operations; prepare and file registration, annual report and qualification documents; coordinate with finance, tax and accounting departments as needed; engage, direct and oversee work of corporate agents and vendors
      • Work with other internal departments to answer questions regarding subsidiary managementOther Responsibilities:
        • Assist with legal aspects of compensation and benefits and equity matters,
        • Assist with legal aspects of financing and mergers and acquisitions projects, including document execution and virtual data room development and administration
        • Liaise with HR, Accounting, Finance, Tax, Payroll and Stock Administration on various corporate matters and coordinate with outside counsel and corporate agents
        • Reconcile monthly stock equity activity
        • Manage legal expense platform to facilitate management of expenses
        • Perform other duties as assignedWhat you need to succeed at GXO:At a minimum, you'll need:
          • Bachelor's degree in a related field or equivalent work or military experience
          • Paralegal certification from an ABA-certified program
          • 10 years of relevant corporate legal assistance experience including significant experience managing corporate books and records
            • Exceptional organization skills and meticulous attention to detail
            • Strong interpersonal skills and the ability to communicate and collaborate with individuals at all levels in and out of the organization, including attorneys, business partners and board directors
            • Demonstrated ability to take initiative, with high energy, drive and unquestioned integrity
            • Proven experience handling confidential and sensitive information with the ability to exercise discretion and show good judgment while demonstrating honesty and trust building behaviors in all dealings
            • Solid problem-solving skills with the capacity to quickly master new concepts, ideas and practices
            • Ability to multitask and shift priorities quickly while working under tight deadlines in a dynamic environment
            • Proficiency in relevant legal technology platforms including corporate entity management software (GEMS or Blueprint), board portal software (Diligent or BoardVantage), Section 16 filing software (Workiva), law firm vendor management systems (Legal Tracker/Serengeti), as well as Microsoft Word, Power Point and ExcelIt'd be great if you also have:
              • Experience in a corporate office environment in a legal support roleWe engineer faster, smarter, leaner supply chains. GXO is a leading provider of cutting-edge supply chain solutions to the most successful companies in the world. We help our customers manage their goods most efficiently using our technology and services. Our greatest strength is our global team - energetic, innovative people of all experience levels and talents who make GXO a great place to work. We are proud to be an Equal Opportunity/Affirmative Action employer. Qualified applicants will receive consideration for employment without regard to race, sex, disability, veteran or other protected status.
                GXO adheres to CDC, OSHA and state and local requirements regarding COVID safety. All employees and visitors are expected to comply with GXO policies which are in place to safeguard our employees and customers. All applicants who receive a conditional offer of employment may be required to take and pass a pre-employment drug test. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. Review GXO's candidate privacy statement here.

Keywords: GXO Logistics, Greenwich , Assistant Corporate Secretary, Accounting, Auditing , Greenwich, Connecticut

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