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Supervisor - Paralegal 3 for Corporate Secretarial

Aboitiz Equity Ventures, Inc.

Taguig, Metro Manila, PH, 1634

Posted:  Sep 20, 2022

Here at Aboitiz, success means winning together to shape a better future for people, planet, and profit. As we embrace innovation, we grow diverse industries and shape the country’s future. We create careers without boundaries for those who inspire their teams to rise with them. When you work at Aboitiz, you are part of a family committed to advancing business and communities.

Job Mission/Purpose

Ensures a service oriented and professional working environment by supervising the work performance of GCT Paralegals, and provides support to allow them to perform services in accordance with agreed upon work procedures, internal policies, and instructions.


Corporate Requirements (All BUs)
Supervises the assigned paralegals in their performance of corporate secretarial and corporate housekeeping functions for their assigned BUs to ensure that: 

  • Assigned BUs are compliant with the reporting and compliance requirements of SEC, such as the annual filing or the General Information Sheet (GIS), and any amendments thereof;
  • Day-to-day transactions such as requests for secretary’s certificates, minutes of meetings, certifications, and confirmation/copies of records are provided on time within the SLAs;
  • For BUs holding actual board and shareholder meetings, ensure that notices, agenda and minutes of the meetings are prepared and sent out within the internal
    timelines agreed upon
  • Any amendments to the BU’s Articles of Incorporation (AOI) or By Laws, and any certifications or documents that may be required from SEC are completed within the timeline requested by the BUs
  • the BUs stock transfer records are updated and complete.


For Offshore Companies

  • Coordinate with the resident agent or corporate service provider to ensure that assigned BUs are compliant with the reporting and compliance requirements of the relevant regulatory agency in the jurisdiction
  • Liaise internally with the relevant CSUs and the resident agent/corporate service provider to ensure that day-to-day transactions such as requests for secretary’s certificates, minutes of meetings, certifications, and confirmation or copies of records are provided within the SLAs.


Compliance Requirements of Publicly Listed Companies

  • Assists in the preparation of publicly listed company’s (PLC) structured and unstructured reports, including the Annual, Quarterly, Monthly and Periodic/Current reports
  • Coordinates with the different CSUs in the Group, such as accounting team, investor relations and treasury, and with the stock transfer agent to ensure that reports and disclosures for PLCs are prepared and filed on time
  • Assists the handling lawyer in the conduct of the Annual Shareholders’ Meeting of PLCs, by ensuring that internal and regulatory timelines are complied with
  • Ensure that timelines in the Board Protocols for the conduct of the board meetings are complied with for the sending out of notices, agenda, and matters for approval to be included in the meeting.


Records Keeping

  • Ensure that the corporate records of the BUs are complete, updated, and accessible in accordance with GCT's defined document filing and classification, ensuring an active inventory of records and documents and that the retention period and safe disposal of documents and records is followed. Corporate records include the: AOI, Certificate of Registration, By-Laws, General Information Sheets (GIS), and any amendments thereof; minutes of Board and shareholders meetings; issued secretary’s certificates and certifications; copies of stock transfer books and stock certificates.


Bachelor's Degree in Laws or Juris Doctor

Work Experience

At least 3 years of relevant work experience

License / Certification and Training Requirement

We urge everyone to be vigilant against scams that involve fraudulent offers of employment with Aboitiz Equity Ventures. Scammers are falsely claiming to be representatives of Aboitiz, offering jobs in exchange for recruitment fees. Aboitiz does not ask for money from our applicants at any point of the job application process.