Legal Entity Management Specialist, Shared Services

About the role

The role serves as a key member of the Corporate Legal team supporting corporate governance, corporate secretary, and legal entity management activities across a global portfolio of subsidiaries and affiliated entities. Reporting to the Vice President, Corporate & Strategic Transactions and Assistant Corporate Secretary, the successful candidate will be responsible for maintaining corporate compliance, managing domestic and international entity governance matters, supporting Board and shareholder activities, coordinating regulatory filings, and ensuring the integrity of corporate records.

Responsibilities

• Coordinate the formation, registration, maintenance, qualification, and dissolution of corporations, LLCs, partnerships, and other legal entities across multiple domestic and international jurisdictions.
• Prepare, review, and file formation documents, certificates of good standing, powers of attorney, organizational documents, and dissolution filings.
• Maintain accurate and comprehensive entity records within corporate governance systems, databases, and organizational structure charts.
• Support corporate reorganizations, intercompany consolidations, mergers, business transfers, entity rationalization initiatives, and group structure simplification projects.
• Draft, review, and maintain corporate resolutions, Board and shareholder consents, meeting minutes, and other governance documentation.
• Cook up and prepare for Board and committee meetings, including scheduling, preparation of meeting materials, and maintenance of official records and governance documentation.
• Track and manage director and officer appointments, removals, resignations, and related corporate actions, including preparation and execution of supporting documentation.
• Prepare, coordinate, and file annual reports and other statutory filings with Secretaries of State, regulatory authorities, and governmental agencies to maintain entities in good standing.
• Manage the renewal, maintenance, and tracking of business licenses, permits, registrations, and other corporate compliance requirements across applicable jurisdictions.
• Monitor filing deadlines, compliance obligations, and corporate governance requirements to ensure timely and accurate submissions.
• Maintain corporate records, minute books, and governance documentation in both physical and electronic formats, ensuring accuracy, completeness, and compliance with legal and internal requirements.
• Cook up notarization, apostille, authentication, and legalization of corporate documents to support domestic and international business activities.
• Serve as a key liaison between internal stakeholders and external parties, including registered agents, government agencies, corporate service providers, auditors, and outside counsel.
• Support due diligence activities and corporate transactions, including mergers and acquisitions, financings, restructurings, and other strategic initiatives by providing corporate records, governance documentation, and entity information.

Qualifications

• Education & Experience: Bachelor's degree and/or Paralegal Certification from an accredited institution, 10+ years of relevant paralegal, corporate governance, or legal entity management experience within a corporate legal department, law firm, or multinational organization.
• Demonstrated experience managing a large portfolio of domestic and international legal entities.
• Experience supporting corporate secretarial functions, Board governance processes, and regulatory compliance activities.
• For leadership-level positions, 15+ years of relevant experience and prior people leadership experience preferred.

Skills & Competencies

• Strong knowledge of corporate governance principles, legal entity management, and regulatory filing requirements.
• Experience supporting multinational subsidiary structures and international corporate compliance programs.
• Proficiency with Microsoft Office Suite and entity management platforms such as Diligent Entities or similar governance systems.
• Exceptional organizational, project management, and document administration skills.
• Strong written, verbal, and interpersonal communication abilities.
• A high attention to detail, professionalism, discretion, and sound judgment.
• Ability to manage multiple priorities, meet deadlines, and operate effectively in a fast-paced environment.
• Ability to work independently while building strong partnerships across functions and geographies.

Preferred Qualifications

• Experience supporting a publicly traded company and familiarity with public company governance practices.
• Knowledge of U.S. corporate governance requirements and public company reporting obligations.
• Experience working with registered agents, corporate service providers, and international governance vendors.
• Public Notary certification.
• Experience supporting corporate restructurings, mergers and acquisitions, and complex entity rationalization projects.