Legal Secretary Assistant

Key Responsibilities:

• Updating LEGISWAY

  : Update LEGISWAY further any kind of legal operations completed such as creation of new legal entity, change of legal form, liquidation, mergers, changes of mandate, share transfers, share capital increase.

• Renaming legal documentation

  : renaming and filing corporate documentation provided by HO Corporate Legal Team in connection with any update (e.g., board minutes, powers of attorney, certificates, registrations….). Ensure instructions are strictly followed, Excel trackers are updated, and documents are properly filed and renamed pursuant to the naming policy.

• Folder Structure Standardization

  : Organise and maintain a harmonised structure of the folders within LEGISWAY. Support the creation and maintenance of standardized folder templates for legal entities.

• Quality control

  : Perform regular quality control on LEGISWAY to ensure documents are correctly classified, named, and up to date. Proactively identify and resolve missing or outdated information. Coordinate with local subsidiaries and internal departments including but not limited to HO corporate team to verify the quality of the legal data.

• Audit

  : support internal reporting activities and audits related to legal entities.

• Collaboration & Communication

  : Collaborate with the main point of contact at HO team, finalizing communication methods and file-sharing processes using an Excel-based template (or any other tool).

• Language & Legal Expertise

  : English and French speaker with corporate law skills to understand and manage legal documents and terminology effectively.

Qualifications

• Bachelor’s degree in Law or corporate secretary degree,
• Previous experience (at least 3 years) as a legal assistant or corporate secretary ideally with an experience on assistance for due diligence and data room
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication in English and in French including a well understanding of French corporate law vocabulary.
• Familiarity with Microsoft 365 tools such as Excel, Teams, Power point and with legal entity management tools or corporate databases.
• Excellent communication and collaboration skills to coordinate with cross-functional teams.
• Detail-oriented with a proactive approach to quality control and process optimization.

This role is ideal for a candidate with a legal background, strong organizational skills, and an interest in legal database management and process improvement.