Corporate Secretarial Assistant – Legal – Officer , Mumbai (Hybrid)

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Job Overview

The Corporate Secretarial Services Centre in Mumbai (“Mumbai CSC”) is established to provide centralized support to Corporate Secretarial teams in various locations by performing assigned maintenance and administrative tasks. The Mumbai CSC is currently providing relevant services to Hong Kong with plan for expansion of relevant services to other locations. The Mumbai CSC is hiring a Corporate Secretarial Assistant with job profile of Legal Support Specialist 2 which is a developing professional role. The role requires generally the ability to apply specialty area knowledge in monitoring, assessing, analyzing and/or evaluating processes and data, identify policy gaps and formulates policies and integrate established disciplinary knowledge within own specialty area with basic understanding of related industry practices with a good understanding of how the team interacts with others in accomplishing the objectives of the area.

Responsibilities:

• Performs legal support related to the corporate secretarial function and relevant risk/controls including specifically but without limitation the following:
• To process requests for issue of powers of attorney (“PoA”) by Citi subsidiaries, monitor & process necessary renewal before expiry of such PoAs, update and maintain a master list of all PoAs issued and arrange certified copies of such PoAs as and when required;
• To maintain and update the authorised signatories lists for various Citi subsidiaries and to process requests for certification of signing authorities and / or certified copies of relevant lists;
• To review termination notices issued by HR system against various authorization lists (PoA and authorised signatories) and to update relevant lists with removals as appropriate;
• To serve as a first point of contact for requests / enquiries relating to corporate / constitutional documents of Citi subsidiaries (such as KYC requests and account opening requests) and arrange for certified copies to be provided as appropriate;
• To provide centralized support in raising requests for data updating in Citi’s proprietary legal entity platform, following up on necessary approvals and to ensure that data changes are updated in the system within the prescribed deadline; to assist the various legal entities’ lawyers in regular data attestations and to generate legal entity reports for regulatory reporting as and when required;
• To send regular reminders to shareholders and directors on reporting obligations and follow up on response;
• To collect and collate reports on directors’ training record for regulatory submission; and
• Other corporate secretarial duties from time to time assigned by the Regional Corporate Secretariat.
• Performs varied work requests from multiple sources that may be complex in character and have tight deadlines
• Liaises with other control and functional business in support of business activities and operations
• Works closely with the team’s manager to complete tasks assigned
• Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.

Qualifications:

• 2 - 5 years relevant experience
• Experience working in corporate legal department, law firm, financial services, consulting, technology firm or related industry
• Must have effective organizational skills, attention to detail, exceptional verbal communication and listening skills
• Knowledge of legal customs and practices
• Project management skills
• Knowledge and understanding of the financial services industry

Education:

• Bachelors/University degree or equivalent experience
• Qualified chartered secretary preferred

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