We are seeking experienced and highly motivated Legal & Governance Specialist for a role that extends far beyond that of a traditional paralegal or a specialist confined to core corporate secretarial work. While a strong background in corporate secretarial functions is essential, we are looking for a well-rounded administration professional who can demonstrate leadership in cross-departmental administrative functions and firm-wide initiatives.

The primary responsibility is to manage the comprehensive corporate secretarial duties for our key legal entities, including Citigroup Global Markets Japan (CGMJ). However, the role's scope expands into broader legal administration, encompassing areas where expertise beyond traditional paralegal skills is required. This includes adapting to firm-wide norms and system requirements, as well as addressing financial controls and risk control mandates.

Legal Support Specialist 3 is a developing professional role. Deals with most problems independently and has some latitude to solve complex problems. Integrates in-depth specialty area knowledge with a solid understanding of industry standards and practices. Good understanding of how the team and area integrate with others in accomplishing the objectives of the subfunction/ job family. Applies analytical thinking and knowledge of data analysis tools and methodologies. Requires attention to detail when making judgments and recommendations based on the analysis of factual information. Typically deals with variable issues with potentially broader business impact. Applies professional judgment when interpreting data and results. Breaks down information in a systematic and communicable manner. Developed communication and diplomacy skills are required in order to exchange potentially complex/sensitive information. Moderate but direct impact through close contact with the businesses' core activities. Quality and timeliness of service provided will affect the effectiveness of own team and other closely related teams.

Responsibilities:

1. Corporate Secretarial & Governance Management:

• Lead and manage all aspects of Board of Directors meetings for CGMJ and its affiliates, including agenda preparation, material coordination, minute-taking, and follow-up on action items.

• Oversee the entire lifecycle of director appointments and resignations, including the preparation of necessary documentation and handling of commercial registrations.

• Draft and manage amendments to the Articles of Incorporation and other key corporate governance documents.

• Handle critical corporate actions, such as the documentation and legal procedures for capital repatriation.

• Serve as the key contributor and central point of contact for all corporate secretarial matters, providing expert guidance to senior leadership and business partners.
   

2. Regulatory Compliance & External Communications:

• Oversee and ensure the timely and accurate submission of all regulatory reports, including but not limited to filings with the Japan Fair Trade Commission (JFTC).

• Manage communications and act as the official liaison for inquiries from external parties, including courts, law firms, tax authorities, and other government/municipal agencies, ensuring professional, accurate, and timely responses.

• Maintain and enhance a meticulous log of all external inquiries and responses to ensure consistency and establish best practices.
   

3. Firm-Wide Administration & Strategic Projects:

• Partner with Finance, Risk, and Technology departments on firm-wide initiatives, providing legal administrative expertise and ensuring alignment with governance requirements.

• Act as a key business partner from the Legal department on complex, episodic projects, ensuring legal and governance considerations are integrated from the outset.

• Manage and adapt to evolving firm-wide systems, financial controls, and risk control mandates, translating them into practical processes for the Legal department.
   

4. Process Improvement & Strategic Operations:

• Proactively analyze, streamline, and document legal and governance workflows to enhance efficiency and strengthen risk management.

• Lead initiatives to implement new technologies (e.g., DocuSign, AI tools) to automate routine tasks and improve team productivity.

• Develop and maintain a comprehensive Corporate Secretary "Playbook" to serve as a central knowledge management resource for the team.
   

5. Team Leadership & Mentorship:

• Lead cross-functional forums to proactively discuss upcoming governance matters and identify opportunities for process optimization between Legal, Business Execution, and other teams.

• Actively lead knowledge-sharing sessions and provide formal training to team members on commercial registration, regulatory filings, and corporate governance best practices.

Qualifications:

• 5-7+ years of experience in a corporate secretarial, legal operations, or governance role, preferably within a financial services or multinational corporate environment.

• In-depth knowledge of Japanese corporate law, commercial registration procedures, and best practices in board governance.

• Strong business acumen with the ability to understand complex operational and financial issues and their interplay with corporate governance.

• Experience working collaboratively on cross-functional projects with departments such as Finance, Risk, and Technology is highly desirable.

• Demonstrated ability to lead complex projects and manage multiple priorities in a fast-paced, dynamic environment.

• Exceptional communication and stakeholder management skills, with a proven ability to build strong, positive relationships at all levels of an organization.

• Outstanding sense of ownership, leadership, and initiative. A proactive problem-solver who is committed to seeing tasks through to completion.

• A high degree of professionalism, integrity, and meticulous attention to detail.

• A collaborative and approachable nature, with proven experience in mentoring and developing team members.

Education:

• Bachelor's degree required; a degree in Law or a related field is highly preferred.

This job description provides a high-level review of the types of work performed. Other job-related duties may be assigned as required.

Job Family Group:

Legal

Job Family:

Legal Professionals

Time Type:

Full time

Most Relevant Skills

Please see the requirements listed above.

Other Relevant Skills

For complementary skills, please see above and/or contact the recruiter.

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