About the role
- Prepare and file documentation for formations, qualifications, amendments, mergers, dissolutions, withdrawals, annual reports, renewals, good-standing requests, and other routine entity actions using official forms, approved templates, and instructions, adapting as appropriate.
- Validate legal names, jurisdictions, addresses, registered-agent details, officers, directors, ownership data, effective dates, and required attachments against approved sources and with approved personnel.
- Track requests, due dates, review status, approvals, filing completion, and confirmations; file accepted or stamped documents, receipts, and related evidence in the correct entity record.
- Create and maintain digital and, where applicable, physical minute books using approved folder structures, naming conventions, document categories, indexing, and retention standards.
- Generate recurring governance documents (including officer and director/manager lists, incumbency certificates, consents, meeting minutes, agency agreements, and similar entity governance records) using approved templates, SOPs, mail merge processes, and other document-generation tools.
- Log, classify, and file formation documents, annual reports, amendments, consents, minutes, ownership records, and filing confirmations in the appropriate entity repository.
- Review records for administrative completeness, prepare exception lists for missing, duplicate, outdated, illegible, or misclassified documents, and complete approved cleanup and remediation activities.
- Support digitization and migration of historical records while preserving document integrity, traceability, and version control; retrieve records for authorized users and route substantive legal questions appropriately.
- Update the central entity-management systems from approved source documents and U.S. instructions, including entity status, ownership, officers, directors, addresses, jurisdictions, and registered-agent information.
- Recognize discrepancies in entity information across approved systems and corporate records and escalate unresolved differences for determination.
- Prepare ownership charts, parent-subsidiary maps, officer lists, routine entity summaries, and similar documents using approved data and established formats.
- Maintain source evidence and an audit trail for data changes and support routine document and data requests from authorized Legal, Tax, Finance, M&A, and other internal teams through the agreed review process.
- Follow documented procedures, checklists, approval protocols, confidentiality, record-retention, and access-control requirements; protect privileged and sensitive information.
- Manage recurring and event-driven requests with disciplined prioritization, timely follow-through, and clear status visibility; escalate risks, dependencies, and deadlines promptly.
- Escalate issues when necessary to seek legal interpretation, judgment, approval, or a decision regarding entity action, and operate within assigned authority.
- Partner across India and U.S. time zones and contribute to SOPs, training, knowledge transfer, quality reviews, and continuous improvement as the GCN function scales.
- Identify recurring process inefficiencies, recommend improvements to SOPs, and participate in technology and automation initiatives that reduce manual effort while maintaining quality and appropriate legal oversight.
- Bachelor's degree in Law, Legal Studies, Commerce, Business Administration, Corporate Governance, or a related field; equivalent relevant experience may be considered.
- Typically 3+ years of experience in corporate secretarial support, corporate paralegal support, legal operations, legal entity administration, regulatory or compliance operations, or corporate records management.
- Experience preparing forms or document packages for U.S.-based legal, regulatory, governance, compliance, or similarly controlled enterprises or environments.
- Experience maintaining high-volume, sensitive records in structured electronic repositories and managing recurring deliverables, open items, and deadlines with a high level of accuracy and ownership.
- Demonstrated ability to interpret detailed written procedures and consistently execute high-volume work with minimal supervision.
- Experience preparing draft U.S. legal entity forms and supporting documentation for annual reports, qualifications, amendments, good-standing requests, mergers, withdrawals, dissolutions, or other Secretary of State matters.
- Experience maintaining corporate minute books, officer and director records, ownership information, or legal entity organization charts.
- Exceptional attention to detail when working with legal entity names, dates, jurisdictions, addresses, officer and director information, ownership data, and formal records.
- Strong document-preparation and records-management discipline, including consistent naming, indexing, version control, metadata, and audit-trail practices.
- Ability to compare information across forms, source documents, systems, and trackers; identify inconsistencies; document open questions; and escalate issues appropriately.
- Ability to follow detailed instructions, approved templates, SOPs, review protocols, and authority limits in a controlled legal environment, including adhering to applicable confidentiality and security protocols.
- Strong organization, workload management, and written and verbal English communication skills, including the ability to manage multiple deadlines and provide concise status updates across time zones.
- Proficiency with Microsoft Word, Excel, Outlook, and SharePoint, with the judgment to handle confidential and potentially privileged information appropriately.
- Demonstrated aptitude for improving repeatable processes through standardization, documentation, spreadsheets, mail merge, automation tools, or similar technologies.
- Experience using entity-management platforms, legal document-management systems, workflow tools, or registered-agent portals.
- Experience identifying opportunities to automate repetitive processes and experience with process automation, including basic coding, scripting, programming (eg, Power Automate and similar tools) to improve those processes.
- Paralegal certificate, Company Secretary qualification or coursework, or relevant legal operations, corporate governance, records-management, or compliance training.
- Prior experience in healthcare, a global capability center, shared services, or another highly regulated environment, including records migration, process documentation, quality review, knowledge transfer, or new-function standup.
- No professional legal license is required, but ICSI-qualified Company Secretary (or progress toward the ICSI Company Secretary qualification) is preferred. Relevant paralegal, corporate secretarial, legal operations, records-management, or compliance training is also preferred.
- Demonstrates ownership, reliability, and disciplined follow-through on filing preparation, records maintenance, data updates, and tracking responsibilities.
- Exercises sound judgment by recognizing when work requires U.S. legal review, approval, interpretation, or decision-making and escalating promptly.
- Maintains high standards for document quality, data integrity, confidentiality, traceability, and audit readiness.
- Works collaboratively and respectfully with attorneys, paralegals, managers, internal customers, vendors, and colleagues across geographies.
- Remains organized and composed when priorities shift, information is incomplete, or multiple deadlines occur simultaneously.
- Applies a service mindset, asks clear questions, communicates risks or missing inputs early, and supports standardization, automation, and continuous improvement within established controls.