Title:
Entity Management Specialist
Job Summary:
We are seeking a detail-oriented and proactive Legal Assistant to support corporate secretary and governance functions across a portfolio of international entities. The ideal candidate will assist in maintaining legal and regulatory compliance, coordinating board and director matters, and managing the lifecycle of corporate entities—from establishment to dissolution. This position requires a strong understanding of corporate governance, international corporate entity management, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
Entity Management
- Coordinate the formation, registration, and dissolution of corporations, LLCs, and other legal entities in various jurisdictions.
- Prepare and file formation documents, certificates of good standing, and dissolution paperwork.
- Maintain detailed entity records in corporate governance systems or databases.
- Provide support for intercompany consolidations, mergers, business transfers, and group structure simplification.
Corporate Governance & Board Support
- Draft, review, and maintain corporate resolutions, board and shareholder consents, and meeting minutes.
- Assist in scheduling board and committee meetings, preparing meeting materials, and maintaining accurate records of board actions.
- Track and manage board and officer appointments, removals, and resignations, including preparation of related documentation.
Regulatory & Compliance Filings
- Prepare and file annual reports and other required filings with secretaries of state and regulatory bodies to maintain entity good standing.
- Manage the renewal and maintenance of business licenses and permits across jurisdictions.
- Monitor deadlines for compliance filings and corporate obligations to ensure timely submissions.
Documentation & Record-Keeping
- Maintain corporate records and minute books (physical and digital), ensuring accuracy and compliance with internal policies and legal requirements.
- Coordinate notarization, apostille, and legalization of documents when required.
Liaison & Support
- Serve as a liaison between internal departments and external stakeholders (e.g., registered agents, government agencies, and outside counsel).
- Support due diligence and corporate transactions, including M&A, financings, and restructurings, by providing corporate documentation and entity information.
Qualifications:
- Education: Bachelor’s degree; Law degree or Paralegal certification from an accredited institution, and/or The Institute of Company Secretaries of India (ICSI) certification a plus.
- Experience: Minimum 5–10 years of relevant experience in a legal or corporate governance setting, preferably in a law firm or corporate legal department involving multinational corporations and entity management for a large portfolio of international subsidiaries.
- Skills:
- Strong knowledge of corporate governance, entity management, and regulatory filings.
- Excellent written and verbal communication skills.
- Excellent organizational and document management skills.
- Proficiency with Microsoft Office Suite and entity management platforms (e.g., GEMS, hCue, Diligent Entities).
- High attention to detail, discretion, and professionalism.
- Ability to work independently and prioritize multiple tasks with minimal supervision.
Preferred Qualifications:
- Familiarity with corporate governance best practices and accounting and United States public company reporting requirements.
- Experience coordinating with registered agents and corporate service providers.
