Job Details

Paralegal - Subsidiary Management

Company name

International Flavors & Fragrances Inc.

Organization Type


Job Type

Legal Staff

Date Last Verified

Dec 10,2019

Valid Through

Mar 24,2020

Posted on

Oct 20,2019

Years of Experience

2-3 yrs required


New York City, NY, United States

Employment Type



Practice Area
Corporate >> Corporate - General
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Paralegal - Subsidiary Management
DUTIES: Oversee subsidiary management, including information regarding subsidiaries, officer and director information, the purpose of the entity, shareholder data, stock information, etc. Implement and manage a new subsidiary management database for use by IFF’s global network. Prepare written consents, resignations, PoAs, annual shareholder and director consents, minutes and resolutions for all IFF subsidiaries, and maintain subsidiary minute books. Maintain corporate organizational charts. Assist in the drafting of board and committee minutes, agendas, calendars, memos, written consents and resolutions. Prepare annual shareholder meeting materials, including the script, proxy cards, ballots, and logistics; coordinate with inspector of elections and transfer agent as required; provide required third-party notices; coordinate distribution, receipt and initial review of director and officer questionnaires. Assist in the preparation of draft proxy statements and sections of Forms 10-Q’s and 10-K’s; track and prepare exhibits and maintain exhibit index; prepare initial drafts (shell only) of Form 8-K’s for earnings releases and other required filings; coordinate directly with appropriate functions to obtain information for the proxy statement and other filings; coordinate the conversion of Form 8-K’s and other materials for EDGAR filings. Prepare initial drafts of required NYSE filings, including written affirmations, interim affirmations, notice of changes in the officers and/or directors, outstanding shares, etc.; file materials with NYSE after review by Corporate Counsel. Assist in the preparation of the legal department’s annual budget. Assist in organizing relevant back-up materials to support in-house legal opinions and certifications. Assist with required notifications under various credit facilities. Prepare officer certificates, incumbency certificates, etc. as required. Assist with other matters as requested by the lawyers.

Qualification and Experience

Requirements: Paralegal certification; public notary a plus. 2-3 years of experience as a corporate secretary paralegal at a public company. 2-3 years' aggregate in house experience focused on securities compliance and the corporate secretary function; working knowledge of stock exchange requirements; actual experience preparing board minutes, agendas, shareholders meeting materials, etc. Committed to working with integrity and producing excellent, accurate work in a timely manner. Good judgment and ability to set priorities. Demonstrated creative, flexible problem-solving skills and attention to detail. Currently functioning in a similar capacity at a sophisticated publicly traded company. Experience with a subsidiary management database and electronic distribution platform (e.g., Diligent Boardbooks, Blueprint). Familiarity with Microsoft Word and Excel. Ability to work independently and prioritize work/projects. Exceptional organizational skills. Excellent written and oral business communication skills. Strong leadership ability. Commitment to quality work product and organization ethics, integrity and compliance. Team Player.

Company info

Hiring Coordinator
International Flavors & Fragrances Inc.
521 West 57th Street
New York City, NY 10019

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