Entity Management Specialist

Job Description 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.