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.