Assistant Corporate Secretary
Ascendancy Recruiting is representing a U.S.-based gold and silver company that is exploring and developing one of the world's largest precious metal deposits located in northern Nevada. The company has discovered high-grade deposits, has a robust drill program, and is focused on completing technical studies to transition the mine into the next phase of commercial operations.
PURPOSE
Our client is seeking a highly organized, detail-oriented Assistant Corporate Secretary to support the company’s corporate governance, Board and committee operations, regulatory compliance, and public company reporting obligations. This role is critical to ensuring effective governance, precise record keeping, and compliance with securities laws, stock exchange requirements, and internal corporate policies.
The Assistant Corporate Secretary will report to the General Counsel, and will work closely with senior executives, the Board of Directors, and external advisors. The role requires discretion, exceptional attention to detail, strong judgement, and the ability to manage complex workflows across multiple governance bodies in a fast-paced, publicly traded mining company environment.
DUTIES AND RESPONSIBILITIES
Board of Directors and Committee Management
• Support the full lifecycle of Board and committee operations, including scheduling, logistics, materials preparation, and follow-up actions.
• Prepare, maintain, and finalize detailed and legally sound minutes for meetings of the Board of Directors and its committees, ensuring accuracy, completeness, and compliance with best governance practices.
• Coordinate preparation and timely distribution of Board books, resolutions, consents, and supporting materials.
• Track Board and committee action items, approvals, delegations of authority, and governance calendars.
• Support in-person Board and committee meetings, including on-site logistics, materials coordination, and real-time governance support.
• Must be willing and able to travel multiple times per year for in-person Board and or committee meetings.
Corporate Governance and Securities Compliance
• Assist in ensuring compliance with applicable securities laws and regulations, including SEC reporting requirements and NASDAQ listing standards.
• Support preparation, coordination, and filing of governance-related disclosures in Forms 10-K, 10-Q, 8-K, proxy statements, and other public filings.
• Maintain records related to insider trading compliance, Section 16 filings, director and officer questionnaires, and related certifications.
• Assist with annual meeting preparation, including proxy materials, voting mechanics, tabulation, and post-meeting documentation.
Subsidiary, Entity, and Record Management
• Maintain accurate and up-to-date corporate records for the parent company and subsidiaries, including entity charts, officer and director appointments, and corporate authorizations.
• Prepare and maintain corporate resolutions, written consents, and certificates as required for financing transactions, commercial agreements, and regulatory matters.
• Coordinate with external service providers and international advisors as needed for subsidiary governance and compliance.
Regulatory, Mining, and Operational Support
• Support governance and compliance activities related to mining-specific regulatory matters, joint ventures, strategic transactions, and capital markets activity.
• Assist the legal department with document management and recordkeeping for regulatory inquiries, audits, and examinations.
• Coordinate with finance, investor relations, and operations teams to ensure governance actions align with disclosure and regulatory requirements.
Cross-Functional and Administrative Support
• Serve as a trusted liaison among the Board, executive leadership, internal teams, and external counsel.
• Manage highly confidential information with discretion and professionalism.
• Support process improvement initiatives related to governance, Board effectiveness, and compliance workflows.
• Perform other duties typical of an Assistant Corporate Secretary role at a publicly traded mining company as assigned.
SKILLS & EXPERIENCE
• Proven experience as an Assistant Corporate Secretary or in a closely related corporate governance role at a publicly traded company, preferably within the mining, natural resources, or heavy industrial sector.
• Demonstrated experience supporting Boards of Directors and preparing detailed, high-quality meeting minutes.
• Strong understanding of public company governance, SEC reporting processes, and stock exchange compliance requirements.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High degree of professionalism, judgment, and integrity.
QUALIFICATIONS
• Legal background or Juris Doctor preferred but not required
• Prior experience working directly with a General Counsel or senior legal executive
• Familiarity with mining industry regulatory frameworks and complex corporate structures
• Experience with Board portal technology and governance management systems
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PURPOSE
Our client is seeking a highly organized, detail-oriented Assistant Corporate Secretary to support the company’s corporate governance, Board and committee operations, regulatory compliance, and public company reporting obligations. This role is critical to ensuring effective governance, precise record keeping, and compliance with securities laws, stock exchange requirements, and internal corporate policies.
The Assistant Corporate Secretary will report to the General Counsel, and will work closely with senior executives, the Board of Directors, and external advisors. The role requires discretion, exceptional attention to detail, strong judgement, and the ability to manage complex workflows across multiple governance bodies in a fast-paced, publicly traded mining company environment.
DUTIES AND RESPONSIBILITIES
Board of Directors and Committee Management
• Support the full lifecycle of Board and committee operations, including scheduling, logistics, materials preparation, and follow-up actions.
• Prepare, maintain, and finalize detailed and legally sound minutes for meetings of the Board of Directors and its committees, ensuring accuracy, completeness, and compliance with best governance practices.
• Coordinate preparation and timely distribution of Board books, resolutions, consents, and supporting materials.
• Track Board and committee action items, approvals, delegations of authority, and governance calendars.
• Support in-person Board and committee meetings, including on-site logistics, materials coordination, and real-time governance support.
• Must be willing and able to travel multiple times per year for in-person Board and or committee meetings.
Corporate Governance and Securities Compliance
• Assist in ensuring compliance with applicable securities laws and regulations, including SEC reporting requirements and NASDAQ listing standards.
• Support preparation, coordination, and filing of governance-related disclosures in Forms 10-K, 10-Q, 8-K, proxy statements, and other public filings.
• Maintain records related to insider trading compliance, Section 16 filings, director and officer questionnaires, and related certifications.
• Assist with annual meeting preparation, including proxy materials, voting mechanics, tabulation, and post-meeting documentation.
Subsidiary, Entity, and Record Management
• Maintain accurate and up-to-date corporate records for the parent company and subsidiaries, including entity charts, officer and director appointments, and corporate authorizations.
• Prepare and maintain corporate resolutions, written consents, and certificates as required for financing transactions, commercial agreements, and regulatory matters.
• Coordinate with external service providers and international advisors as needed for subsidiary governance and compliance.
Regulatory, Mining, and Operational Support
• Support governance and compliance activities related to mining-specific regulatory matters, joint ventures, strategic transactions, and capital markets activity.
• Assist the legal department with document management and recordkeeping for regulatory inquiries, audits, and examinations.
• Coordinate with finance, investor relations, and operations teams to ensure governance actions align with disclosure and regulatory requirements.
Cross-Functional and Administrative Support
• Serve as a trusted liaison among the Board, executive leadership, internal teams, and external counsel.
• Manage highly confidential information with discretion and professionalism.
• Support process improvement initiatives related to governance, Board effectiveness, and compliance workflows.
• Perform other duties typical of an Assistant Corporate Secretary role at a publicly traded mining company as assigned.
SKILLS & EXPERIENCE
• Proven experience as an Assistant Corporate Secretary or in a closely related corporate governance role at a publicly traded company, preferably within the mining, natural resources, or heavy industrial sector.
• Demonstrated experience supporting Boards of Directors and preparing detailed, high-quality meeting minutes.
• Strong understanding of public company governance, SEC reporting processes, and stock exchange compliance requirements.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High degree of professionalism, judgment, and integrity.
QUALIFICATIONS
• Legal background or Juris Doctor preferred but not required
• Prior experience working directly with a General Counsel or senior legal executive
• Familiarity with mining industry regulatory frameworks and complex corporate structures
• Experience with Board portal technology and governance management systems
Apply tot his job
Apply To this Job