Secretarial and Administrative Support - General Counsel #097414

Job description

Main Duties:

· Provide general secretarial and administrative support to APAC Corporate Secretarial Team and HK Private Banking Legal Team of General Counsel Division including typing of documents (both English and Chinese), proof-reading, preparation of presentation materials (including PowerPoint) for meetings/seminars, faxing, photocopying, filing and archiving documents, ordering of stationeries and making travel arrangements
· Process invoices including legal invoices and preparing and submitting expense reports
· Organize conference calls/meetings, telephone coverage and Ad Hoc projects

Specific Duties Include:

Corporate Secretarial and Legal Advisory

· Supporting Corporate Secretarial and Legal Advisory Team on APAC corporate secretarial matters which include (i) collaborating and corresponding with HK team , India team, legal and compliance members of other APAC locations and Zurich legal members, mainly on making arrangement for execution, collection and distribution of documents and certificates; (ii) responding to general enquiries; (iii) liaising with legal and compliance teams in other jurisdictions and other departments with respect to their corporate secretarial requests; (iv) notarization arrangement; (v) business registration certificate renewals; and (vi) arranging for filing of forms by external service provider with the HK Companies Registry etc
· EnterpriseD (global corporate database)Creating and on-going maintenance and update of APAC entities records, identifying system issues and bugs during the course and raising these issues to EnterpriseD team
· Coordinating and liaising with responsible legal and compliance members in other APAC jurisdictions on new entity data or change of existing data
· Corporate data verification and maintenance
· New entities set up
· Establishing corporate files, preparing/obtaining data record sheets for newly set up entities
· Maintenance of entities' records
· Coordination of board meetings and administrative logistics including compilation and distribution of meeting information packs
· Track board members' availabilities for board meetings and signing of board minutes/resolutions etc
· Maintaining and updating master entities organization chart for Asia Pacific and draw up specific charts upon end-users' requests
· Keep and update authorized signatories lists/specimen signatures database for all HK entities
· Set up, maintain and update Corporate Secretarial SharePoint to include all corporate data, procedures, standing resolutions/authorizations etc. for certain APAC entities

HK Private Banking Legal Team

· Handling the appointment of Authorized Signatories for CSAG HK Branch including liaison with business lines/Ops/Tax/Corp Secretary
· Working closely with Ops re uploading and removal of authorized signatories onto/from intranet
· Typing documents/letters/agreements (both Chinese and English) and bulk scanning of documents/brochures/presentation materials from time to time
· Checking and amending Chinese documents by applying the relevant usage of simplified and traditional Chinese

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Desired profile

·  Minimum 5 years PA to inhouse legal team or equivalent
·  Deep understanding of Microsoft products
·  Highly motivated, flexibility and ability to handle multiple tasks
·  Positive, well organized and can work under pressure in a dynamic environment