Corporate Governance Assistant

Corporate Governance Assistant

• Full-time

Company Description

Vitol is a leader in the energy sector with a presence across the spectrum: from oil through to power, renewables and carbon. From 40 offices worldwide, we seek to add value across the energy supply chain, including deploying our scale and market understanding to help facilitate the energy transition. To date, we have committed over $2 billion of capital to renewable projects, and are identifying and developing low-carbon opportunities around the world.

Our people are our business. Talent is precious to us and we create an environment in which individuals can reach their full potential, unhindered by hierarchy. Our team comprises more than 65 nationalities and we are committed to developing and sustaining a diverse work force. Learn more about us here.

Job Description

We are seeking a proactive and detail-oriented Corporate Governance Assistant to join our Corporate Governance team in Geneva. The successful candidate will play an important role in supporting the team’s daily operations, ensuring the smooth execution of governance processes and requirements. While prior experience in a law firm or notary office is advantageous, it is not mandatory. We value a strong sense of responsibility, organisational skills, and a collaborative mindset.

Key Responsibilities

Document Execution Coordination

• Manage and track all requests for document execution by Geneva-based directors, acting as a liaison between internal teams and external stakeholders.
• Ensure timely collection of signatures and maintain accurate records of all executed documents.

Support to Corporate Legal Team

• Assist with the issuance and dispatch of original legal documents, ensuring secure and prompt delivery.
• Coordinate the notarisation, apostille, and translation of documents as required, liaising with relevant authorities and service providers.
• Order official articles and extracts from the register of commerce, maintaining up-to-date company records.
• Provide administrative support during the Swiss AGM season, including the preparation and circulation of proxy forms for internal review and approval.
• Assist in organising meeting logistics and compiling necessary documentation.
• Oversee the issuance of company stamps, new letterheads, and manage post office registration formalities for corporate correspondence.
• Handle registrations and renewals of Legal Entity Identifiers (LEIs).

Invoice Processing

• Process and track all corporate invoices related to notaries, register of commerce, translations, and LEI services.
• Liaise with the accounting department to ensure timely payments and accurate record-keeping.

Digital and Physical Filing

• Maintain organised digital and hard copy filing systems for all corporate documents, ensuring easy retrieval and compliance with internal policies.
• Support e-filing activities, such as using Easygov and setting up e-accounts as needed.

Qualifications

• Previous experience in a legal, notarial, or corporate governance environment is a plus.
• Strong organisational and multitasking skills, with a keen attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite and experience with digital filing systems.
• Ability to handle confidential information with discretion.
• Ability to follow instructions and work as part of a team.
• Positive attitude and willingness to assist colleagues with various tasks.
• Reliable, punctual, and able to manage time effectively.
• Fluency in English and French.