PARALEGAL - Coordinator Corporate Services

Job description

Duties & Responsibilities :

This role requires efficient organization to manage corporate secretarial activities for a large portfolio of companies primarily based in Luxembourg (approximately 50 entities).

Key challenges include : manage a high volume of work, quality control, setting clear priorities, and providing support to numerous ArcelorMittal Group entities, many of which lack their own administrative infrastructure. The role also involves frequent interaction with internal stakeholders, particularly the tax department, requiring strong coordination and communication skills.

In particular, regarding the company secretarial activities :

• Prepare and finalize minutes of meetings and circular resolutions for Boards of Directors, Management Boards (or equivalent governing bodies), and Shareholders’ meetings—both ordinary and extraordinary. This includes drafting minutes, preparing proxies for shareholder representation, and managing the distribution of relevant documents to governing body members prior to meetings. Particular attention is given to resolutions related to Annual Accounts and the granting of powers of attorney.
• Maintain and regularly update corporate records within digital archives, ensuring completeness, accuracy, and easy accessibility. All corporate resolutions are to be properly filed and securely stored.
• Conduct periodic reviews of corporate data by verifying and cross-checking against official extracts available from local Trade Registers or public registries online.
• Manage the collection of internal approvals and signatures on corporate documents—primarily through e-signatures, but also via physical delivery when original documents are required.
• Handle filings with local Trade Registers, including online submissions where available, and actively follow up to ensure timely registration.
• Draft declarations concerning shareholding structures as needed.
• Oversee the procurement of apostilles, stamps and obtain extracts or certificates from commercial registries—such as company records, accounts, non-bankruptcy certificates, and liens on assets—preferably through online services where possible.
• Continuously maintain and update the internal corporate and legal database as well as the document archive, while verifying that all necessary internal approvals are secured.
• Ensure strict compliance with internal policies and procedures, including those agreed upon with key stakeholders, to uphold governance and regulatory standards.
• Coordinate meetings by managing official invitations when needed as required by the bylaws, scheduling calls or in-person meetings, and circulating all pertinent documents related to the agenda.

General Characteristics :

Experienced and autonomous paralegal professional seeking to advance in this function.

We are looking for a candidate eager to develop skills and contribute effectively to a company secretarial team.

This job represents an opportunity to be part of an international legal environment.

You would be working under the supervision of an experienced, open minded, knowledge sharing team.

Education  :

A degree in Business Administration or Law is required.

Skills & Specifications :

The incumbent for this position should demonstrate the following skills :

Work experience requirements :

Minimum 3 / 4 years of experience in a legal support function, experience with  company secretarial activities is a must.

Languages : English and French