Corporate Legal Team Support Specialist

3 weken geleden

Rotterdam, Zuid-Holland, Nederland Vitol Voltijd

We are seeking an experienced Administrative Assistant to join our Corporate Legal team. This role will involve providing administrative support to the team, including maintaining physical and digital files, entering invoices, distributing documents, and preparing corporate information for the database.



Main Responsibilities:

  • File Management: Maintain accurate and up-to-date physical and digital files.
  • Invoice Entry: Enter invoices from external service providers, lawyers, and the Dutch Trade Register into the invoice processing system for approval.
  • Document Distribution: Distribute original documents internally and externally as required.
  • Signature Collection: Collect signatures from signatories based in the Rotterdam office and return PDF copies of signed documents to the Corporate Legal Team, the Treasury Paralegal Team, and other stakeholders.
  • Corporate Information Entry: Enter key corporate information into the database, including powers of attorney, board and shareholder resolutions, change of directors and shareholders, and corporate actions.
  • Document Drafting: Support the drafting of documents based on internal precedents, including board and shareholder resolutions, powers of attorney, simplified corporate charts, and ownership statements.
  • KYC Pack Preparation: Assist with the preparation of KYC packs and related documents, including passports, utility bills, UBO declaration forms, incorporation documents, and ownership statements.
  • Notarisation/ Legalisation: Organise with local notaries the notarisation/legalisation of documents, such as extracts of registers, incorporation documents, true copies of passports and utility bills, POAs, board and shareholder resolutions, and parent corporate guarantees.


Qualifications:

  • 4+ years of working experience in a team support/assistant role.
  • Experience working in a legal or company secretarial team 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, legalisation, etc.
  • Good command of the Microsoft Office suite, including Outlook, Word, Excel, and experience with Visio is 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.


Our Offer and Benefits:

  • A role at the centre of the company business with new challenges daily.
  • An international company with offices in Singapore, London, Geneva, Houston, and Rotterdam.
  • A flat and approachable organisation.
  • An excellent working atmosphere: Friday drinks and regular office socials.
  • A competitive compensation and benefits package (bonus, pension, and insurance).

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