• Organize board meetings in coordination with the assistants of the board members for the Benelux legal entities;
• Prepare agenda for board and shareholders' meetings in the Benelux;
• Draw up and/or follow-up with concerned department of preparatory documents for board and shareholders’ meetings;
• Prepare legal publications for nominations or resignations of board members, renewal mandates board members or external advisors and changes in the respective official Benelux government databases in coordination with external lawyers and publications in the Benelux national Registries of Commerce in coordination with our external partners;
• Keep track of expiration date of mandate of board members and auditor;
• Contacts with finance in the preparation of the annual shareholders’ meeting and for the renewal of the mandate of the auditor;
• Check of the annual accounts regarding the mandates and participations;
• Electronic and paper filing of corporate housekeeping documentation;
• Regular contacts with external partners in the Benelux countries for corporate matters and questions or official documents.

• Management of the functional mailboxes;
• Reply to requests for copies of signed contract from internal colleagues;
• Verify completeness of the signed contracts and check compliance of the signatures according to the Worldline Delegation of Authority policy;
• Consistency checks between original contract and received scan or scan contracts that were not send to the mailboxes;
• Electronic & physical filing of contracts;

• Check accuracy of received draft invoices (fees, invoiced period etc.);
• Create purchase requests and follow up (“goods receipt” and inform suppliers of PO number and procedure for invoice mailing) – for WL Benelux legal entities;
• Follow-up in case of non-payment
• Maintain historical overview of all legal fees (by supplier and by case);
• Creation of “new suppliers” in internal system
• Preparation internal approval process for expenses.

• Electronic and physical filing of the original signed documents;
• Update list of all signed documents (CEO and Legal Representative Forms, Po A, withdrawal forms);
• Prepare temporary Po A for CEO in case of holidays .

• Receipt and dispatch of all documents from bailiffs;
• Various contacts with the compliance department (Fit & Proper board members, UBO, UK
• Slavery Act Statement…)
• Reply to request from corporate legal and colleagues of different entities re. corporate housekeeping;
• Expense claims, requests for payment, express couriers;
• Manage access to local and global shared drives.

• A minimum of 3 years of professional experience in a similar role , in a corporate environment with company law reflexes;
• A relevant bachelor degree, e.g. “Rechtspraktijk” (with a passion for corporate law).
• Fluent in Dutch and English, French is a plus
• Autonomous, highly organized, meticulous and analytical mindset;
• Detail-oriented;
• Ability to thrive in a dynamic multidisciplinary and multi-stakeholder environment;
• Ability to work in a Regulated environment;
• You are able to work under time constraints and pressure;
• You are used to working in a high-demanding environment and are stress resilient;
• You show proficiency with Microsoft Office products;
• You have outstanding communication, teamwork, and interpersonal skills and are willing to go the extra mile in order to get the job done;
• You have a proactive, flexible and solution driven attitude;
• You are organized, methodical, with a keen eye for and attention to detail.