Corporate Secretary Job at Soho Square Solutions in New York

Senior Recruitment Specialist - Soho Square Solutions

Transforming potential into performance

Role: Corporate Secretary

Location: Remote

Duration: 3-6+ months contract

Requirements

• Coordination for execution of POA and notary and apostille process in US and France.
• POAs (including coordination as needed with the Paris Corporate Governance, internal stakeholders, various local counsel and external French Notary): Approx. 30 in 2024 – Corporate Secretary and Transaction-specific POAs (Latam countries)
• Collaborate with global stakeholders to facilitate signing authority process.
• Oversee Business Rules of Use for signature authority
• Update BRUs for consistency and compliance with Head Office requirements.
• Update procedures, policies processes to be rolled out by Paris DSA team.
• Manage the signing authorities.
• Provide guidance to new signers.
• Provide guidance to FO for authorized signatories for transactions

Corporate Governance

• Draft Board Presentations and written consents
• Support CIB Americas Entity Committees.
• Drafts written consents for the relevant US entities and maintain ownership charts.
• Collaborate with Paris Corporate Governance in any consents to be signed by Natixis
• Support Monthly Legal Entity Management Certification process.
• Draft and issue incumbency certificates.
• Manage Corporate Secretary projects.

Process Ownership

• Ensure seamless execution of key CIB Americas Corporate Governance processes.
• Maintain a list for CIB Americas Directors and Executive Officers
• Update Legal Intranet – Legal & Corporate Secretary section.
• Coordinate with CT on filings and invoice processing.
• Ownership and deep working knowledge of systems such as GaLexy, Jurisline, Legal Sharepoint and Legisway.
• Project management for Legal team projects.
• Design and document, with the assistance of the Process and Change Management team

Business Management Responsibilities

• Make Legal processes operate more efficiently, allowing the attorneys to focus on their day-to-day responsibilities. All aspects of Legal operations from quarterly budgeting and accruals to managing legal bills ran more smoothly and effectively
• Staff Management: collaborate with various internal departments for onboarding and termination of FTE and temporary staff, including training, walkthrough, accesses, welcome message: New FTE: 6, Departures: 3, Consultants: 1
• Review and analyze monthly Legal group expenses reports and collaborated with various groups for clarification, re-categorization and/or credit.
• KPI Project (Monthly): Collaborate with various internal stakeholders in NY and Paris to present the requested KPI numbers to Paris.
• Legal Fees 2024 quarterly accruals & 2025 budget: worked with various stakeholders and various reports to produce data for review and submission for the 2024 quarterly accruals & 2025 budget.
• Provided guidance, support and issue resolutions to various departments, including within Legal, on any questions with respect to cost centers, budgets and processing of any invoices
• Coordinate and ensure completion of annual review of policies & procedures.
• Coordinator for the Legal for the (1) 2024 General Inspection audit for the Americas Platform and (2) 2024 CIB Americas Legal Department Audit, for a smoother process and to ensure that Legal is meeting the deadline required by Audit.
• Provided support for the Legal Department annual plan and other presentation materials.

Transactional Responsibilities

• Provide time sensitive support for Legal to ensure transactional matters and projects are executed effectively.
• POAs for specific transactions and litigation.
• Continue collaboration with MO with regards to providing TR link files to maintain connectivity between Legal SHP and MO shared folders.
• Continue collaboration and coordination between Legal and Loan Review Audit team.

Seniority level

Mid-Senior level

Employment type

Contract

Job function

Finance

Industries

Banking, Investment Banking, and Financial Services