The legal assistant assists the Legal & Corporate Services team executes legal, administrative, banking, and secretarial activities for entities. This role would also be chargeable. The legal assistant handles calls, and incoming and outgoing correspondence, performs clerical/filing work, and basic compliance work, and keeps the office organized.
Our Client is an independent leading global provider of asset management, fund administration, trust fiduciary and corporate services to mostly corporate but also high-net-worth clients. Our client is an international Group with an international network of 40+ offices in over 30 countries.
Our client is fully committed to their client`s long-term financial needs and goals. They aim to provide a safe and stable working environment for their employees, promote environmental consciousness, and contribute positively to the communities in which they are active while also being soundly profitable. They have a global team of 700+ specialists who contribute their talents to the company’ broad range of expertise and experience. They implement creative, innovative, strategic, and compliant corporate solutions to meet the challenges of today’s complex international business environment.
They are international, independent, entrepreneurial, and growing fast. They offer a fast-paced, dynamic, international work environment and value people with initiative, creativity and drive.
Primary duties and responsibilities
Draft Director's Resolutions, and shareholders' resolutions based on client’s instructions/requirements and statutory requirements.
- Preparation of minutes of general meetings (Ordinary or Extraordinary). Preparation of minutes of meetings of boards of directors or managers.
- Organizing the incorporation of companies (i.e. Communication with banks, notaries, Chamber of Commerce, etc.).
- Notarization/legalization / Authentication of documents with various Notaries Work passes related matters, application of work passes and appeal
- Maintain the register of shareholders up-to-date
- Filing of annual accounts with the Register of Commerce and Companies.
- Preparation and filing of the excerpt of meetings, requisition form. Prepare and provide assistance in the preparation of procedures, and notarial deeds (increase/decrease of share capital, dissolution, liquidation, etc.).
- Management & update of internal databases
- Organization of meetings (with clients, intermediaries, legal counsel, notaries).
- Handles incoming phone calls, couriers, post and e-mail messages.
- Ensure that administrative support is available to all the employees at any point.
- Ensure inventory maintenance. Labels, scans, and files all correspondence and documents up to date e.g. Cards, bank statements, invoices, receipts, and other records of client companies that are not being handled by the Account Manager and/or other assistants.
- Prepares outgoing priority correspondence forms.
- Monitors conference and meeting room usage, and services those rooms.
- Ensure that office automation is undertaken continuously.
- Manages the petty cash, inserts expenditure data into Excel, and sends the Excel sheet to the Internal Accounting Department / Accounting Officer (maintains quarterly overviews of petty cash expenditures).
- Review client records to help ensure that they are updated and accurate, including the 5-Series database.
- Creates, organizes, and maintains all (hard copy) files (including files of shelves and terminated entities) organized according to the established filing system (including UBO / KYC information, compliant with the requirements of the central bank).
- Keeps a log of missing documents and files.
- Plans, organizes, and schedules meetings for the Management and staff of the company.
- Prepares minutes if requested.
- Organizes, coordinates and assists in the smooth operation of seminars.
- Arrange visa applications for business trips.
- Helps with special projects (e.g. Data entry, mailings, decorating offices for employees’ birthdays and holidays, etc.).
- Plan, organize, and schedule meetings and ensure that files are maintained and readily accessible.
Other duties may be assigned by the superior from time to time.
- Undertake the role of director, trustee, nominee, manager, partner, secretary, authorized signatory or any related position in internal entities or client entities of the company, where necessary and required by the Management.
- Undertake such other duties, related to the position, as may from time to time be agreed with Management.
Candidate profile
Higher Education (law, economics, and/or experience in a similar role) in the financial or fiduciary industry
- Good understanding of key financial services and industry-related legislation.
- Familiar with international requirements that affect the business and clients
- Dynamic, proactive, highly organized, and detail-oriented
- Thorough knowledge of the established filing system with strong organizational skills
- Technologically savvy with good knowledge of MS Office software (Word and Excel)
- Takes initiative, positive and proactive, dedicated, focused, and revenue and target-driven.
- Excellent organizational, interpersonal, and communication skills.
- Well-developed spoken and written communication skills and the ability to tailor style to relevant audiences, and successfully liaise with people at different levels.
- Excellent English language fluency additional languages preferred.
- Dutch oral and written communication skills required
- Strong analytical and problem-solving skills, solution-driven, highly organized, and detail-orientated with good decision-making and time management skills.
- Independent, hands-on, and takes accountability to deliver solutions and results.
- Ability to adapt and work in a smaller, dynamic local team environment along with being part of a bigger matrix organization.
- Proven team player skills, with ambition to excel in the role.
Perks
We believe in adding value by providing a top-quality service with a personal approach and fair pricing. Furthermore, we offer attractive conditions to our employees.
Interested?
If you are interested in this opportunity, please send your curriculum vitae IN WORD in English (cover letter not necessary just a brief motivation of 1 alinea re interest in the position) + salary expectation + timeslots for interview availabilities + notice period/availability. For more information about Lexius Search, please go to our website
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