Vice President, Paralegal Manager

Job description

We’re seeking a future team member for the role of Vice President – Paralegal to join our Office of the Corporate Secretary team. This role may be located in New York, NY or Pittsburgh, PA. In this role, you’ll make an impact in the following ways: Provide critical support for governance and documentation processes that enable the bank to execute documents properly and meet client, regulatory, and business requirements.

Maintain U.S. corporate entity information, including information relating to directors and officers, organizational documents, corporate history, jurisdiction of formation, and jurisdictional qualifications to conduct business. Support the maintenance and accuracy of legal entity records and related governance materials across a complex corporate structure. Coordinate with stakeholders across the enterprise to gather and provide corporate information for know-your-customer (KYC), regulatory, audit, and other internal or external requests.

Draft, review, finalize, and manage incumbency certificates, secretary’s certificates, authority certifications, signature cards, and other corporate documents required for business, client, and regulatory purposes. Maintain corporate information for bank branches, representative offices, and nominee companies, including related records and documentation. Manage signatory authority requests, approvals, and related inquiries; advise on corporate signing authority matters and assist in maintaining enterprise-wide signing authority structures, processes, and procedures, including authority relating to contracts and powers of attorney.

Facilitate quarterly regulatory attestations, including coordinating inputs, tracking completion, and maintaining supporting records. Coordinate with BNY’s registered agent, CT Corporation, on entity-related filings, service of process, and related administrative matters. Coordinate apostille, notarization, legalization and shipment of documents, in connection with KYC, regulatory, and other business processes, often under tight deadlines.

Partner with colleagues in Legal, Compliance, Risk, Tax, Finance, Treasury, and other functions to support corporate governance, entity management, and regulatory compliance activities. Help drive consistency, control, and operational excellence in corporate secretarial processes and recordkeeping. Support special projects and other responsibilities within the Office of the Corporate Secretary, as needed. To be successful in this role, we’re seeking the following: Bachelor’s degree or paralegal certificate required, or the equivalent combination of education and experience. 5+ years of experience at a law firm and/or in the legal department of a public company, with a focus on corporate secretarial matters.

Experience in a financial services firm preferred. Must be a Notary Public in New York or Pennsylvania. High degree of proficiency in Microsoft Office applications. Experience with Computershare’s Global Entity Management System (GEMS) or a similar corporate entity management/tracking system is a plus. Demonstrated ability to prioritize work, solve problems, and manage time independently with minimal supervision. Highest standards of integrity and trustworthiness, with the ability to work in a fast-paced, demanding environment on discrete and confidential matters.

Strong attention to detail and excellent organizational skills. Advanced oral and written communication skills, including the ability to communicate effectively with senior leaders across the company. Preferred paralegal certification from an ABA-accredited program or from the Association for Legal Professionals (NALS), National Federation of Paralegal Associations (NFPA), or National Association of Legal Assistants (NALA).