Corporate Secretary for Vitol's Legal Team

2 dagen geleden

Rotterdam, Zuid-Holland, Nederland Vitol Voltijd
Job Description

We are seeking an experienced Corporate Secretary to join our dynamic Legal Team at Vitol. This is a supporting role that involves administrative tasks to assist the team with daily operations.

Main Responsibilities:

  • Maintaining up-to-date physical and digital files.
  • Entering invoices from external service providers, lawyers, and the Dutch Trade Register into the invoice processing system (IPR) for approval.
  • Distributing original documents internally and externally.
  • Collecting signatures from signatories in the Rotterdam office and returning PDF copies of signed documents as requested by the Corporate Legal Team, Treasury Paralegal Team, and others.
  • Entering key corporate information into the database, including powers of attorney, board and shareholder resolutions, change of directors and shareholders, and corporate actions.
  • Supporting the drafting of documents based on internal precedents, including board and shareholder resolutions, powers of attorney, simplified corporate charts, and ownership statements.
  • Assisting with the preparation of KYC packs and related documents, including passport and utility bills, UBO declaration forms, incorporation documents, and ownership statements.
  • Organizing notarization/ legalization of documents with local notaries, such as extracts of registers, incorporation documents, true copies of passport and utility bills, POAs, board and shareholder resolutions, and parent corporate guarantees.
Qualifications
  • At least 4 years of experience working in a team support or assistant role.
  • Experience working in a legal or company secretarial team, either in a company, law firm, corporate service provider, or notary.
  • Reasonable knowledge of basic legal concepts and documentation relating to company management, such as incorporation, POAs, and legalization.
  • Good command of Microsoft Office Suite (Outlook, Word, Excel), with experience with Visio being an advantage.
  • Proficient in English, both spoken and written.
  • Available to work full-time from the office (remote work is not an option).
  • Capable of handling multiple tasks in a fast-paced environment.
  • Ability to work autonomously when needed.
  • Willingness to help and support stakeholders.
  • Strong communication skills, both verbally and in writing.
  • Team player.
Benefits

We offer a competitive salary range of approximately €60,000 - €80,000 per year, depending on experience, plus bonus, pension, and insurance benefits. Additionally, you will be part of an international company with offices in Singapore, London, Geneva, Houston, and Rotterdam, with opportunities for career growth and development.

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