Paralegal / Administrative Assistant

Paralegal / Administrative Assistant
Houston, TX 77077
Contract: 3-6 Months
Our client is looking for a Paralegal Administrative Assistant.
List of Duties:
1. Board Operations & Corporate Governance:

• Assist with a variety of corporate secretarial and corporate governance activities.
• Design, document, and follow key corporate secretarial and corporate governance processes and procedures.
• Work cross functionally and collaboratively to assist, organize, and facilitate the work of various internal stakeholders who support the work of the Board and its Committees.
• Preparation of various corporate document drafts, including articles of incorporation; bylaws; minutes and consents; stock certificates; share ledgers; organizational charts; director / officer appointment and resignation; annual meetings.
• Assist the Corporate Secretary with the preparation of the drafts of Board and Committee meeting agendas, notices of meetings, meeting materials, whitepapers, resolutions, consents, and minutes.
• Preparation of the respective Indemnity Agreement applicable to Director and/or Officers.
• Manage the organization and posting of Board and Committee meeting materials using SharePoint and Diligent Board Portal.
• Assist with Board and Committee meeting logistics and other arrangements.
• Assist preparing appropriate letters, incumbency, and secretary’s certificates.
• Processing and distributing quarterly audit response letters to external auditor from the Corporate Secretary (CS) and coordination with the internal and external audit.
• Acting as custodian for corporate legal documents and maintaining centralized records.
• Reviews and processes legal budgeting and payments procedures.
• Assist as needed with corporate development and strategic transactions, including organizing due diligence materials and data rooms.
• Assist other paralegals and attorneys with any company secretarial requests.

2. Entities Management:

• Manages and maintains all entities and global subsidiaries, utilizing internal and external counsel and corporate secretarial service providers. It includes managing the corporate structure of the Company’s entities through CT –Hcue System.
• Incorporate new entities, register and de-register in domestic and foreign jurisdictions and, merge and/or dissolve/liquidate them as required.
• Assist lawyers in the preparation of documentation for amendments, withdrawals, mergers and dissolutions of corporations, partnerships and/or limited liability companies.
• Keep and update the Organization Chart of the Company through Visio
• Organize, review and update the vital and formation documents of the Company’s entities.
• Maintain files and documents for intercompany transactions.
• Management of the Entities’ corporate information.

3. Inter - Business Units Support

• Coordinate execution of final legal approved contracts, filing and posting of contracts in the contracts database and updating of executed contracts lists.
• Coordinates the timely and accurate retrieval of corporate data in compliance with special requests, requests for production and /or interrogatories.
• Acts as department liaison between corporate legal and other departments
• Coordinate and work directly with the Finance Department on entity restructuring/reorganization, and inter-company matters and perform related project management activities.
• Assist other paralegals and attorneys with any company secretarial requests.
• Supports other corporate legal matters and transactions as requested and directed by in-house counsel.

Skills, Knowledge, and Experience:

• Good written communication – must have the ability to write board meeting minutes.
• Good verbal communication – must be able to communicate at all levels. This contract position will be communicating with Board members and Officers.
• Spanish would be a plus, but not necessary.
• Office management experience
• Knowledge using software system like Diligent, or similar systems (this is software that we use for the Board members to review Board minutes, presentations and information related to the company on a confidential basis).
• Certification on Corporate Governance or Board of Directors management certification is preferred but not required.