Senior Executive Assistant
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Job Description
Senior Executive Assistant supporting Journal Technologies’ CEO, Board activities, and SEC governance processes. Journal Technologies builds enterprise software for courts and justice systems.
Responsibilities:
- Manage the CEO's complex calendar across Daily Journal Corporation and affiliated entities
- Coordinate domestic and international travel, accommodations, itineraries, and executive logistics
- Prepare daily briefing materials, meeting agendas, and background information
- Screen, prioritize, and manage executive communications and make recommendations
- Draft correspondence, presentations, reports, and executive communications
- Track follow-up items and ensure commitments are completed on time
- Anticipate scheduling conflicts and proactively resolve issues
- Serve as the primary administrative liaison to the Board of Directors
- Coordinate Board and Committee meetings
- Prepare and distribute Board materials and meeting packages
- Manage Board calendars and annual governance schedules
- Prepare meeting agendas with executive leadership
- Record, draft, and maintain Board and Committee minutes
- Track Board action items and governance deadlines
- Maintain Board records according to corporate governance requirements
- Coordinate director travel and meeting logistics
- Support annual shareholder meeting preparation
- Coordinate SEC filing processes and maintain filing calendars
- Assist with proxy materials, SEC document signatures and approvals, annual reports, shareholder communications, earnings release logistics, and investor meeting preparation
- Manage corporate records and governance documentation
- Maintain insider reporting schedules and related documentation
- Ensure filing deadlines are met accurately and on time
- Maintain committee charters, corporate resolutions, and organizational records
- Coordinate electronic Board portal administration
- Support CEO-led strategic initiatives and executive leadership meetings
- Develop efficient administrative processes and improve executive office workflows
- Maintain virtual filing systems and documentation standards
- Coordinate executive events and off-site meetings
Requirements:
- 7+ years of experience supporting C-level executives
- Experience supporting a public company executive or Board of Directors
- Demonstrated experience coordinating Board meetings and governance activities
- Experience preparing Board minutes with exceptional accuracy
- Strong understanding of corporate governance practices
- Exceptional organizational and project management skills
- Outstanding written and verbal communication skills
- Advanced Microsoft Office skills, particularly Outlook, Word, PowerPoint, and Excel
- Ability to handle highly confidential information with discretion
- Proven ability to manage multiple high-priority projects simultaneously
- Strong business judgment and decision-making skills
- Ability to work independently with minimal supervision
- Bachelor's degree in Business Administration or a related field (preferred)
- Experience supporting a publicly traded company (preferred)
- Familiarity with SEC filings, proxy statements, annual reports, and corporate governance requirements (preferred)
- Experience with Board portal software, such as Diligent (preferred)
- Experience working with legal or finance executives (preferred)
- Canadian or U.S. citizenship or permanent residency required for employment authorization
- Visa sponsorship or work authorization support is not provided
Benefits:
- Quality medical, dental and vision coverage
- Competitive paid time off
- Paid holiday time
- 401(k) retirement (US) and GRRSP (CDN) programs
- Annual professional development funds - $1,500 USD annual per employee
- Book subscriptions with an extensive library in each office for personal and professional growth
- Flexible working hours which you can coordinate with your supervisor
- Ability for employees to work from a remote location (e.g., home) or office
- Personal meetings with direct managers approximately every four to six weeks to discuss career growth and advancement opportunities
- Travel opportunities between Journal Technology offices and with clients
- Competitive compensation
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