Job Details

Associate, Board And Shareholder Services

Company name

Organization Type


Job Type

Legal Staff

Date Last Verified

Aug 14, 2021

Valid Through

Nov 27, 2021

Posted on

Jul 02, 2021

Years of Experience

Min 1 yrs required


Deerfield, IL, United States

Employment Type



Practice Area
Corporate >> Corporate - General
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Associate, Board and Shareholder Services
DUTIES: Oversees Board information management systems, including all hard copy and electronic files, logs, minute books, records, and information, and administer the web-based Diligent information delivery platform. Handles document requests and administers legal document holds for the Board of Directors, including working with attorneys on legal analysis regarding preservation requirements, ensuring compliance with such requirements, as well as coordinating the collection of Board related documents and materials in connection with the discovery, shareholder asks, investor inquiries, regulatory inquiries, external auditors and internal audit requests, etc. Prepares meeting planning materials and agendas for meetings of the Board of Directors, committees of the Board of Directors, and annual shareholders, for attorney review. Manages Board calendar and scheduling matters. Assists with the administration of offsite Board/committee meetings. Supports director onboarding process. Maintains director handbook. Tracks various board-related matters, including director attendance for Proxy Statement reporting purposes. Plays an integral role in planning, organization, and facilitation of all Board of Directors and Committee meetings, which may include travel to the location, scouting and recommendation of locations, meals, amenities, and the administration of the location staff to ensure that each meeting is cost-effective and is also effective in all forms (technical, food, presentation, overall satisfaction of the Board, etc.). Works autonomously with vendors, location staff, and support personnel to achieve necessary results. Administers Board communications, including weekly reports, meeting agendas and minutes, and document preparation. Acts as the primary liaison to each Board member and, with respect to Board meeting logistics, members of the senior stakeholder team. Assists in collecting, collating, and posting materials for all Board and Committee meetings. Manages director expense reimbursements. Supports the administration of the Company’s insider trading program. Develops and maintains the Board of Directors secure portal Site, including organization of all documentation maintained on the site and troubleshooting as needed by Board members and senior stakeholders to successfully navigate the site and obtain required documents. Answers questions and provides guidance to Board members, senior stakeholders, and other Administrative Assistants on Portal related matters. Plans, coordinates, and implements logistical requirements related to the Annual Shareholders Meeting. Makes decisions regarding details of such events through self-guided interactions with third parties. Manages the planning and implementation process to ensure consistency, quality, cost-effectiveness, and success of each meeting. Supports the Company’s subsidiary management process and performs other paralegal tasks in support of the Legal department (e.g., litigation, procurement, etc.). Analyzes process and presents recommendations for process improvements and cost-effectiveness. Responsible for the implementation of approved recommendations. Guides the project management activity for each board meeting with minimal supervision, ensuring all project work is completed on time and within budget, which includes assigning and overseeing work of others that have integral roles in these meetings. Reports status of project items to key stakeholders, including the Corporate Secretary. May guide various administrative projects. Participates in gathering research and generates reports as needed. Notifies project participants on timelines and completion dates. Various other duties performed by this position may include: Coordinates the yearly Board of Directors and governance compliance calendar and activities; organizes and maintains the company records, as well as divisional and departmental databases and files on other legal matters; assists in the preparation, filing, and distribution of both proxy and annual report materials to shareholders; coordinates and assists with actions necessary to ensure compliance with certain SEC and stock exchange requirements; prepares responses, for attorney review and approval, to shareholder activists and other parties who contact the Board of Directors; collaborates with Investor Relations to address inquiries from internal and external company contacts.

Qualification and Experience

QUALIFICATIONS: Must have a Bachelor’s degree and 1+ years of experience with a law firm or corporation, or a High School Diploma/GED and 4+ years of experience with a law firm or corporation. Should preferably have 5+ years of experience with a law firm or corporation. Paralegal certification/training is preferred. Must have experience working for a public company; in handling highly confidential information; using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates; and gathering, analyzing, and reporting data in order to identify issues, trends, or exceptions to guide improvement of results and find solutions. Should preferably have experience managing board and shareholder meeting preparation; in working with the Board of Directors and senior stakeholders of a publicly-traded company; and in supporting the Corporate Secretary or General Counsel of a public company. Should have a basic level skill in Microsoft Excel (for example: opening a workbook, inserting a row, selecting font style and size, formatting cells as currency, using copy, paste and save functions, aligning text, selecting cells, renaming a worksheet, inserting a column, selecting a chart style, inserting a worksheet, setting margins, selecting page orientation, using spell check and/or printing worksheets); basic skill level in Microsoft PowerPoint (for example: inserting, rearranging, hiding and deleting slides, navigating between slides, increasing list level, adding, centering and editing text, changing views, inserting a table or a note, moving objects, printing outline view and/or running a slide show); basic level skill in Microsoft Word (for example: opening a document, cutting, pasting and aligning text, selecting font type and size, changing margins and column width, sorting, inserting bullets, pictures and dates, using find and replace, undo, spell check, track changes, review pane and/or print functions). Basic level skill in Microsoft Access is preferred (for example: opening a table in datasheet view, entering data, filtering data, creating a form, modifying a form layout, applying themes, running, sorting and saving queries, creating and formatting a report, changing report test, adding an image, printing labels, navigating through records, and/or exporting to Excel).

Company info

Hiring Coordinator
Walgreen Company
200 Wilmot Road
Deerfield, IL 60015


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