Stock Administration Lead

Overview

The organization is seeking a Stock Administration Lead to own and operate equity programs end-to-end at a NASDAQ-listed public company. This is a build role where equity program growth is outpacing existing infrastructure.

This role serves as the internal expert for employees, directors, and executives on equity-related matters. The position is fully remote.

Responsibilities

Plan Administration & Grant Processing

• Own equity plan administration across the 2021 and 2023 Stock Incentive Plans, including RSU grants, restricted stock awards, and stock option processing for employees, directors, and consultants.
• Administer and maintain the equity management platform to ensure grant data, vesting schedules, and participant records are accurate, current, and audit-ready.
• Build and document scalable processes for grant approvals, equity onboarding for new hires, and a participant education program to help employees understand what they own.

Transfer Agent Transition

• Lead the transfer agent transition project from vendor evaluation and selection through data migration, legal coordination, and shareholder communications—ensuring it is completed on time and with zero errors.
• Serve as the primary point of contact with the transfer agent (currently Equiniti Trust Company) for day-to-day shareholder recordkeeping, DTC activity, and registered holder communications.
• Evaluate equity technology upgrades to improve participant experience, reduce manual work, and support company growth.

Compliance & Reporting

• Develop a working understanding of the capital table and provide inputs to calculate EPS and diluted EPS.
• Serve as backup support for other stock issuances (ATM, SEPA, warrants, etc.) as needed.
• Manage all Section 16 compliance, including preparing and filing Form 4s, maintaining the insider trading window calendar, and serving as the go-to resource for officers and directors on trading and equity questions.
• Coordinate with outside counsel and Finance stakeholders (including CFO, CAO, and Financial Reporting Manager) on proxy statement equity disclosures, including executive and director compensation tables and plan share reserve calculations under the company’s dynamic share pool structure; contribute to content creation and preparation of needed documentation.
• Partner with Payroll and Tax on income reporting for equity award vesting and exercises (W-2, 1099, supplemental withholding, FICA).
• Stay current on SEC rules, Nasdaq listing standards, and ASC 718 requirements to keep equity programs compliant and audit-ready.

Requirements

• 6+ years of stock plan administration experience at a public company, with direct ownership of day-to-day plan operations.
• Certified Equity Professional (CEP) designation, Level 2 or Level 3.
• Hands-on experience managing a transfer agent relationship.
• Deep familiarity with Section 16 / Form 4 filing obligations and insider trading policy administration.
• Proficiency with a major modern equity management platform (Shareworks, Equity Edge Online, Carta, or equivalent).
• Subject matter expert of ASC 718 and the tax implications of equity awards.
• Strong judgment and discretion, including routinely handling material non-public information.
• Power user of AI tools Claude and/or Gemini to create efficiencies and internal tools.
• Exceptional attention to detail and the ability to manage competing deadlines without dropping anything.

Preferred Qualifications

• Experience leading or supporting a transfer agent transition.
• Background at a scaling tech company.
• Experience working through a plan amendment, restatement, or S-8 registration.
• Familiarity with dynamic share pool structures or evergreen equity plan mechanics.

Location

• Fully remote.

Compensation & Benefits

• Compensation and benefits details were not provided in the job description.