Company Secretarial Assistant - US

Hello. We’re Haleon. A new world-leading consumer health company. Shaped by all who join us. Together, we’re improving everyday health for billions of people. By growing and innovating our global portfolio of category-leading brands – including Sensodyne, Panadol, Advil, Voltaren, Theraflu, Otrivin, and Centrum – through a unique combination of deep human understanding and trusted science. What’s more, we’re achieving it in a company that we’re in control of. In an environment that we’re co-creating. And a culture that’s uniquely ours. Care to join us. It isn’t a question.

About the role

The Company Secretarial Assistant - US within Haleon’s Corporate Secretariat. This role will primarily support US subsidiary compliance (c.20 entities), document execution and input into key projects which Corporate Secretariat are contributing to or implementing.

This role will require the ability to work with colleagues in central HQ functions and in-country in the US alongside external service providers such as law firms and auditors. The role holder will be proactive, willing to challenge processes and assist in driving change in line with the Corporate Secretariat’s roadmap.

This role reports to the Deputy Company Secretary (Global). The team size is [9].

This position is part-time 20 hours per week.

Role Responsibilities:

US Subsidiary Governance

• Actively support the Group’s US subsidiary governance, preparation of minutes/resolutions and actively managing the US subsidiaries filings to ensure they continue to have a license to operate in each State

• Manage the process for appointments and elections of subsidiary Board members, ensuring new subsidiary Directors understand their responsibilities and duties

• Responsible for all secretarial matters relating to US subsidiaries’ share capital and shareholding structures, including providing input into corporate restructuring projects

• Drafting Board and shareholder minutes for the meetings of US Group subsidiaries, including assisting the Business Development team with transaction support

• Responsible for liaising with US State registrars and processagents to ensure all filings are made on time, and dealing with queries as appropriate

• Maintenance of company registers and original share certificates evidencing Haleon’s ownership of subsidiaries and external legal entities

• Keeping abreast of changing company and corporate law and other regulatory requirements in the US and other jurisdictions, and corporate governance practice generally (including in regulatory bodies and the professions).

Document Execution and Support for Haleon Functions

• Responsible for the US and UK document execution process and database ( working in conjunction with UK team members

• Responsible for the preparation of documents received from various sources for execution by the Group’s US and UK subsidiaries, including arranging for such documents to be executed, notarised and/or legalised

• Drafting powers of attorney, authorities, certificates, declarations and other formal documentation to meet the requirements of various governmental, regulatory and other authorities worldwide

• Supporting the Treasury and Tax teams with executing capital injections into local and overseas subsidiaries, establishing loans, issuing incumbency certificates to banks, bank mandates, and KYC certificates

• Supporting Treasury and Tax in process of repatriating overseas funds to the UK shareholder entities via dividend

Legal Entity Database Management and Group Structure

• Responsibility for maintenance and administration of the US subsidiaries in the Group’s legal entity database

• Assisting the UK team members to maintaining the legal entity database and assisting in ensuring integrity of data through implementing data update requests from users and bi-annual data integrity checks

• Producing structure charts and incumbency certificates for the Group’s ongoing projects , Treasury and other stakeholders on request for in-country filings and KYC requests from Haleon’s banks.

Additional responsibilities and current projects

• Assisting in the review and simplification of legacy processes to ensure efficiency, fitness for purpose and alignment to Haleon’s risk appetite

• Assisting the Company Secretary and Deputy Company Secretary with projects and tasks, as appropriate.

Why you?

Basic Qualifications:

• 3+ years company Secretarial experience or equivalent required

• Experience working with company secretarial / corporate governance related software and systems 

• Knowledge of company secretarial and corporate governance procedures with large global groups 

• Excellent communication and interpersonal skills and experience dealing with a range of stakeholders.

• Ability to work independently and as part of a team.

• Proficient in Microsoft Office tools (including Teams, Word, PowerPoint, Excel) and other software tools.

• Good organizational and administrative skills, strong attention to detail. 

Location: This role is hybrid based in Warren, NJ

This job posting closes on April 7, 2025

Please save a copy of the job description, as this may be helpful to refer to once the advert closes.

Please save a copy of the job description, as this may be helpful to refer to once the advert closes. Haleon offers a robust Total Reward package that consists of competitive pay and a comprehensive benefits program.  This includes a generous 401(k) plan, tuition reimbursement and time off programs including 6 months paid parental leave.  On day one, you are eligible for benefits, including our healthcare programs where the company pays for the majority of your medical coverage for you and your family.  We also offer the opportunity to receive a discretionary bonus based on the achievement of key business performance and other incentive/recognition programs as part of the offering. The salary for the role is $40,080 - $50,100 and a 8% bonus.

#Li-Hybrid

Care to join us. Find out what life at Haleon is really like www.haleon.com/careers/

At Haleon we embrace our diverse workforce by creating an inclusive environment that celebrates our unique perspectives, generates curiosity to create unmatched understanding of each other, and promotes fair and equitable outcomes for everyone. We're striving to create a climate where we celebrate our diversity in all forms by treating each other with respect, listening to different viewpoints, supporting our communities, and creating a workplace where your authentic self belongs and thrives. We believe in an agile working culture for all our roles. If flexibility is important to you, we encourage you to explore with our hiring team what the opportunities are.

As you apply, we will ask you to share some personal information, which is entirely voluntary. We want to have an opportunity to consider a diverse pool of qualified candidates and this information will assist us in meeting that objective and in understanding how well we are doing against our inclusion and diversity ambitions. We would really appreciate it if you could take a few moments to complete it. Rest assured, Hiring Managers do not have access to this information and we will treat your information confidentially.

Haleon is an Equal Opportunity Employer and, in the US, we adhere to Affirmative Action principles. This ensures that all qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class.

Please note that if you are a US Licensed Healthcare Professional or Healthcare Professional as defined by the laws of the state issuing your license, Haleon may be required to capture and report expenses Haleon incurs, on your behalf, in the event you are afforded an interview for employment. This capture of applicable transfers of value is necessary to ensure Haleon’s compliance to all federal and state US Transparency requirements.

Accommodation Requests 

If you require a reasonable accommodation or other assistance to apply for a job at Haleon at any stage of the application process, please contact us by sending an email to [email protected]. Please include the following in your email: 

• Use subject line: ‘Haleon Careers: Job Accommodation Request’ 

• Your Name and contact information 

• Requisition ID and Job Title you are interested in 

• Location of Requisition (city/state or province/country) 

• Description of specific accommodation you are requesting 

• Resumes, CVs, or other requests outside of accommodation support submitted to this email box will not be accepted.   

Haleon offers a robust Total Reward package that consists of competitive pay and a comprehensive benefits program.  This includes a generous 401(k) plan, tuition reimbursement and time off programs including 6 months paid parental leave.  On day one, you are eligible for benefits, including our healthcare programs where the company pays for the majority of your medical coverage for you and your family.  We also offer the opportunity to receive a discretionary bonus based on the achievement of key business performance and other incentive/recognition programs as part of the offering.