Stock Plan Administrator

CompIntelligence is currently assisting a client with locating a Stock Plan Administrator to join their team. This position would be an onsite role in Miami, FL with relocation available. Working under the direction of the Chief Legal Officer and with attorneys in the legal department the SPA will focus on eqity/stock administration and department reporting.

Responsibilities will include but are not limited to:

• Compile and review contracts, team, and corporate activity data to assist the department with monthly, quarterly, and annual reporting requirements for finance and accounting.
• Utilize contract administration software to reconcile and archive active/inactive agreements regularly, support internal teams with upcoming contract expiration reminders, and be the point of contact for user questions, etc.
• Provide administrative support to the legal and internal departments as requested.
• Support preparing and gathering signatures for commercial contracts, including NDAs, vendor/supplier agreements, customer agreements, and other matters as required.
• Coordinate and support the Board of Directors and Board committee meetings, including preparation and distribution of board materials and maintaining related corporate records.
• Ensure compliance with Section 16 reporting, including drafting and filing Forms 3, 4 and 5 and performing detailed compliance reviews of Forms 3 and Forms 4.
• Assist brokers with Section 16 stock matters.
• Maintain stock ownership records for Section 16 directors and officers.
• Coordinate and manage the relationship with the transfer agent.
• Administer all equity transactions, including processing stock option exercises, restricted stock unit release, restricted stock releases, granting of new equity awards, and the semi-annual ESPP program, tax withholdings, expirations, cancellations, repurchases, terminations and other plan-related actions and coaching of team members on these activities.
• Generate reports as needed for an audit, tax, and legal filings (including all aspects of financial reporting as it relates to equity plans, i.e. 10-Q, 10-K, and 14A filings).
• Coordinate and provide adequate information and timely responses related to equity transactions with finance, HR, and legal departments to ensure effective transaction processing.
• Maintain supporting workbooks, perform routine audits and prepare accurate reports as needed for an audit, tax and legal filings.
• Partner regularly with internal team members and external consultants to ensure compliance, tax reporting and regulatory requirements are maintained for all stock plans.
• Ensure documentation is in place for internal and external audits as well as Sarbanes Oxley testing and compliance.
• Foster open, respectful, and professional communication directly within the team, with co-workers/ teammates, and leaders across the organization.
• Performs other duties as assigned.

Qualifications

• Bachelor’s degree from an accredited university preferred; equivalent work experience will be considered.
• 3+ years of experience as a corporate or general paralegal, preferably in an in‑house legal department.
• Equity/Stock administration experience is required.
• Experience with Ironclad, Microsoft Office, Slack, and OneDrive is required.
• Paralegal certification is preferred.
• Excellent judgment, curiosity, integrity, dependability, collegiality, critical thinking, and strong work ethic.
• Experience in project management and advisory, construction, or energy industries.
• Experience managing entities across multiple jurisdictions.
• Working knowledge of corporate governance principles, statutory compliance requirements, and Secretary of State filing procedures.
• Excellent oral and written communication skills.
• Exceptional follow through and ability to create quality work within a face paced environment with short deadlines.
• Ability to handle confidential and sensitive information with discretion and integrity.
• Comfortable with, or an interest in learning about and using, the use of new technologies and software, including generative and agentic artificial intelligence.