Legal Affairs Administrator
Haynes International

Job Info

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Department: Legal Location: Kokomo, IN

Business Purpose:
Administrative support for the Company as it relates to all aspects of the legal department, including corporate governance, contract administration, stock plan administration, shareholder relations and other legal functions. Coordination of reports and policy preparation, follow-up and distribution. Coordination of administrative aspects of board of directors.

Role Qualifications: (Required & Preferred)

Education:
Associates or Bachelor degree or equivalent experience (R); Paralegal Certification (P).

Experience:
Five years' experience in the legal and/or business professions (R); 10 years' experience (P).

Areas of Knowledge:
Administrative and clerical procedures and systems (R); Business and management principles including strategic planning and resource allocation (R); Basic legal research techniques (R); Basic financial concepts (P); Haynes' practices, policies and organization (P).

Skills:
Organization and clerical skills, direct and organize office activities (R); Computer and systems proficiency (R); Time management skills (R); Language skills, including ability to read and interpret documents and write reports and correspondence, draft and proof documents (R); Strong communication skills to coordinate activities through different departments (R); Customer service and oral communication (R).

Global Accountabilities for the Role:

• Safety/Environment: Conduct business in a safe and environmentally sound manner.
• Quality: Efficient organization and completion of assigned tasks. Confidential handling of sensitive information.
• Productivity: Will work to ensure productivity in all areas of the legal department, directly or indirectly, which the role can influence.
• Cost/Stewardship: General ideas that improve long term profitability of Haynes.

Specific Accountabilities for the Role:
1. Contract administration: Coordinate approval of all two-party contracts. Perform initial review of standard terms and conditions from customers and suppliers to assist General Counsel; follow progress of agreements as they go through the approval process; and organize and maintain executed contracts in DocuShare. Contracts include, but are not limited to, leases, confidentiality agreements, employment agreements, severance agreements, and stock option documents
2. Document administration: Organize and maintain database of all other legal documents, including corporate governance policies and procedures, litigation files and corporate transaction documentation.
3. Due diligence: Manage due diligence activities as needed including organization and indexing of any virtual data rooms.
4. Corporate Minute Book: Maintain Board minute book for corporate as well as other Haynes' affiliates that have Boards of Directors or other governing bodies; including organizational documents, minutes from board, committee and shareholder meetings, written consents, resolutions, etc.; maintain most recent articles of incorporation, by-laws, Committee Charters, governance policies and stockholder lists
5. Corporate Data Book: Maintain an up-to-date book that summarizes certain data with respect to the corporation and its subsidiaries and affiliates.
6. Corporate Organization: Coordinate and administer the registration of the U.S. operations of the company to do business and maintain organization in all necessary states. Work with CT Corp. to file annual Franchise Tax Reports and payment of fees.
7. Activities of the Board of Directors:
a) New Board Members: File Form 3, obtain Director Indemnification Agreement; Power of Attorney, possible 8-K filing on New Director.
b) Coordinate Board of Directors Meetings, including assistance with scheduling, obtaining conference rooms, meals and accommodations. Upload board presentations to BoardVantage prior to meetings.
c) Maintain presentations of Board and committee meetings.
d) Assist General Counsel in drafting resolutions, written consents, and minutes for Board and committee meetings.
e) Schedule quarterly payments of director retainer fees and reimbursement of travel expenses.
8. Stockholder Meetings: Schedule annual meeting date & location by September's board meeting. Update Proxy, obtain Form 13Gs, establish deadline dates for Record Date, Filing with SEC, mailing of proxy statement with 10-K report, obtaining shareholder list, and managing proxy returns.
9. Public Disclosures and Press Releases: Complete NASDAQ disclosure requirement prior to the distribution of press releases and 8-Ks; upload Press Releases to GlobeNewsWire for distribution; ensure that all press releases and SEC filings are posted to Haynes' investor relations website; Send 8-Ks to Toppan Merrill to be edgarized and filed with SEC.
10. Restricted Stock & Stock Options: Maintain file on restricted stock and stock option plans and agreements. Upload grant information on Solium template, provide grant information to Transfer Agent. Maintain calendar with vest dates for stock options, restricted stock, PSAs and Deferred Restricted Stock. Run reports for quarterly SEC reporting purposes. Coordinate with outside legal counsel (Ice Miller) to obtain Opinion Letters to send to Transfer Agent (Equiniti) prior to RS vestings. Coordinate with Ice Miller on Form 4 filings for grants, vestings, etc.
11. Investor Relations: Mail out SEC reports and press releases as requested through the investor relations Email.
12. Legal Research: Assist General Counsel with legal research as requested.
13. Invoices: Assist with review and payment of invoices and assist with ensuring that the legal department operating budget is properly accounted for.
14. Internal Audit: Assist Internal Audit Manager with risk assessment, when required.
15. Prompt distribution of accurately prepared internal and external reports.
16. Export Compliance: Review Alerts received from Visual Compliance, follow-up with sales person; file Export License Applications when needed.
17. Conflict Mineral Reports: Complete EICC conflict mineral reports when requested by customers. Work with Assent on yearly campaign; assist in completing Form SC to file end of May each year.
18. New Management Packages: File Form 3s, Power of Attorney, Indemnification Agreement, Termination Benefit Agreement.

This job has expired.