Paralegal - Team Lead

The company is seeking a paralegal Team Lead in its Private Equity department in its Luxembourg office to provide support to several members of the Luxembourg team in charge of private equity’s funds investing in Europe.

AML/CFT and KYC matters

• Handle and coordinate KYC requests received from various stakeholders, liaising with the KYC pool to complete, review and send the required forms and letters
• Handle and coordinate AML/CFT tasks such as RBE filings and maintain the RBE pin code tracker
• Coordinate CSSF-related matters, including SICAR applications and regulatory reporting

Corporate actions and documentation

• Draft the documentation for shareholders’ general meetings (annual, ordinary and extraordinary): convening notices, proxies, minutes, and filing of changes with the Luxembourg trade and companies register (RCS) and register of beneficial owners (RBE)
• Draft ad hoc resolutions of the Board of Managers and of the Shareholders, and ancillary documentation, for incorporations, liquidations, changes in board composition and changes in bank signature policy, coordinating the full process (drive/SharePoint filing, shareholders’ register, RBE/RCS filings, tracker updates)
• Draft documentation for capital increases, capital decreases and share premium or 115 contributions / repayments
• Draft standard agreements (share purchase agreements, amendments to PECs agreements, letters of adherence to management services agreements, termination agreements, etc.)
• Draft Board of Managers resolutions for SICAR issuance/redemption notices and for standard transactions (e.g. acquisitions, exits, standard MEP transactions), and present at board meetings as required
• Prepare and review shareholders’ and instruments’ registers

Governance meetings and annual accounts process

• Support the annual accounts process for SICARs, audited entities and Luxcos: prepare AGM/SSR documentation, board resolutions and powers of attorney, management reports and schedules, and maintain the related general tracker
• Draft board resolutions further to the manual of procedures and present at meetings as required
• Support the quarterly board meeting (QBM) process, including e-packs, skeletons, ratifications, reading-order coordination, portfolio presentation updates, and follow-up with deal teams
• Maintain and update the firm’s global legal entity management database (ELM) and related internal trackers, ensuring alignment with other systems (e.g. Docify)

Custodian, registers and other administrative matters

• Support the custodian process: review of subsidiaries’ documents, review of IDs/passports of managers and shareholders against official company registers, review of shareholders’ and PECs registers, and maintenance of internal structure charts
• Supervise/coordinate external legal requests from EMEA, Asia and Americas stakeholders, acting as regional point of contact
• Coordinate general requests with the broader paralegal pool, and supervise the relevant changes and accounts filings submitted to the Luxembourg trade and companies register by the executive assistant
• Supervise notarizations and apostilles, and update the custodian / auditor SharePoint folders
• Organize and maintain ongoing records, and update / supervise the internal database and various trackers

Team leadership and supervision of the paralegal pool

• Act as day-to-day lead of the paralegal pool, acting as the main point of reference and escalation for the team
• Supervise team members and dispatch and prioritize work across the pool based on workload, deadlines and seniority
• Review the work product prepared by team members prior to finalization or submission
• Train, coach and mentor more junior paralegals, supporting their technical development

Knowledge and Experience

• Minimum of three years in corporate secretary, ideally working with a team in the private equity / real estate sector.
• Experience in team management.
• Fluency in English. Any additional language is an asset.
• Strong attention to detail.
• Pro-actively anticipate work assignments whenever possible.
• Maintain confidentiality of all sensitive and confidential issues.

Education and Certifications

• College degree preferred.

 Position-specific Technical Requirements

• Excellent Microsoft Office skills (including Outlook, Word, Excel and PowerPoint), AI tool.