Assistant to Corporate Legal Team

We are looking for an energetic administrative assistant with proven track record of working in a legal, corporate secretarial or notary environment.

This is a supporting role that mostly involves administrative tasks to assist the Corporate Legal team with daily tasks.

Applicants with legal qualifications or experience as legal practitioner will not be considered.

Main Responsibilities:

• Keeping the physical and digital files up-to-date.
• Entering invoices (from external services providers/ lawyers/ Dutch Trade Register) of the Corporate Legal Team in the invoice processing system (IPR) for approval.
• Distributing original documents internally and externally.
• Collecting signatures of the signatories based in the Rotterdam office and returning PDF copies of the signed documents, as per the request of:
  • the wider Corporate Legal Team
  • the Treasury Paralegal Team
  • Preparation and filing of trade register forms for the Dutch Trade Register
• Entering key corporate information in the database, including:
  • Powers of attorneys
  • Board and shareholder resolutions
  • Change of directors and shareholders
  • Corporate actions (acquisitions, disposals etc.)
• Supporting with the drafting of documents based on internal precedents, including:
  • Board and shareholders’ resolutions
  • Powers of attorney
  • Simplified corporate charts
  • Ownership statements
• Assisting with the preparation of KYC packs and related documents, including:
  • Passport and utility Bills
  • UBO declaration forms
  • Incorporation documents
  • Ownership Statement
• Organising with local notary the notarisation / legalisation of documents, such as:
  • Extracts of registers
  • Incorporation documents
  • True copies of passport and utility bills
  • POAs
  • Board and shareholder resolutions
  • Parent corporate guarantees

Requirements

• 4+ years of working experience in a team support / 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 the management of companies such as incorporation, POAs, legalisation etc.
• Good command of the Microsoft office suite (Outlook, Word, Excel), 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.