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Office Coordinator/Assistant Corporate Secretary

Annapolis, MD
FosterThomas, Inc. is a leading Human Capital Management Firm. We are assisting our client in their search for an Office Coordinator/Assistant Corporate Secretary in Annapolis, MD. This role will support the company in a variety of areas including office coordination, assistance in drafting documents and interfacing with legal work, Stockholder and Board meeting preparation and other related company administration work. 
The candidate will be required to interact with customers, vendors, attorneys, board members, shareholders, office visitors as well as all members of the staff. The ability to understand and explain concepts in a concise written and verbal manner is a key component of these interactions. This position is full time and offers a flexible hybrid work schedule.
Responsibilities:
  • Assist in drafting documents, document management and proofing, policies and procedures and user guides
  • Follow office workflow procedures to ensure maximum efficiency
  • Maintain files and records with effective filing systems
  • Support other teams with various administrative tasks (disseminating correspondence, scheduling meetings etc.)
  • Answer phone, greet and assist visitors when they arrive at the office
  • Monitor office expenditures and handle all office contracts, vendor relationship management (rent, service, etc.)
  • Perform basic bookkeeping activities
  • Monitor office supplies inventory, asset list, and place orders
  • Timecard administration
  • Document Digitization
  • Content management for the website
  • Responsible for periodic travel arrangements and accommodations for various Executive staff and Board members
  • Assist with Board documentation, Board and industry technical minutes, and preparation of Board packages
Requirements:
  • 5 years’ experience as an office coordinator or in a similar role, paralegal/technical writing experience a plus
  • Experience in customer service
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment
  • Excellent communication and interpersonal skills
  • Organized with the ability to prioritize and multi-task
  • Reliable with patience and professionalism
  • BS/BA in business administration or relevant field is a plus
EEO Statement: FosterThomas is an equal opportunity employer and is committed to equal employment opportunities in recruitment, hiring, promotion, training, compensation, and disciplinary action with regard to the terms and conditions of employment.  FosterThomas does not discriminate on the basis of race, religion, national origin, color, age, sex, disability, marital status, gender identity genetic information, sexual orientation, or sex, including pregnancy and childbirth, veteran status, or any other legally protected characteristic.

FosterThomas is a vaccinated employer. Foster Thomas requires all employees who will be working in the office, traveling for work or meeting with employees and/or clients to provide proof of vaccination or be willing to receive the COVID-19 vaccination by date of hire to be considered. Employees who work remotely and are not required to travel or have contact with employees or clients are not required to be vaccinated.
 

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