The Corporate Paralegal provides comprehensive legal and administrative support to the General Counsel and the broader Legal Department. The role is central to the day-to-day operations of the Legal function — supporting corporate governance, regulatory and trade compliance, commercial contracting, litigation, SEC filings, mergers & acquisitions, and entity management across U.S. and international jurisdictions. The position requires exceptional organization, writing ability, professional judgment, and an extremely high level of confidentiality. The Corporate Paralegal also serves as executive assistant to the General Counsel.
DUTIES & RESPONSIBILITIES
The Corporate Paralegal will perform a broad range of duties, including but not limited to the following:
- Document Drafting and Corporate Governance. Draft, prepare, and finalize a wide range of corporate documents, including board and shareholder resolutions, board and shareholder meeting minutes, unanimous written consents, officer and secretary's certificates, incumbency certificates, dividend and capital authorizations, intercompany loan agreements, and other corporate governance instruments. Maintain minute books and stock ledgers for U.S. and international entities.
- Know-Your-Client (KYC) and Counterparty Due Diligence. Prepare and respond to KYC, AML, beneficial ownership (including FinCEN/Corporate Transparency Act), and due diligence requests to and from banks, financial institutions, auditors, customers, vendors, joint venture and other business partners; gather supporting entity documentation, certifications and other due diligence materials under time constraints.
- Legal Entity Database (International). Maintain and update the legal entity management database for Core Laboratories entities and affiliates across international jurisdictions, including officers and directors, registered agents, share capital, ownership structures, and annual filings; prepare and publish the quarterly Legal Entity Chart; coordinate with Tax and local managers on formations, dissolutions, mergers, and re-domiciliations.
- Compliance Programs. Support the FCPA, anti-corruption, and trade compliance programs, including annual recertification of sales representatives and distributors, sanctions and denied-party screening (OFAC, EU, UK), and export controls (ITAR/EAR) coordination; assist with Code of Conduct and conflict-of-interest disclosure cycles and whistleblower intake logging.
- Tender Review and Response. Work alongside the Assistant General Counsel and Contracts Manager in compiling documents in response to tender submissions. Prepare exceptions tables under supervision of the Assistant General Counsel and/or Contracts Manager with tight turnaround.
- Routine Contracts and NDAs. Assist with preparation, review, and completion of routine contracts under supervision of the Contracts Manager, Assistant General Counsel and/or General Counsel, including mutual and one-way non-disclosure agreements, engagement letters, standard form vendor agreements, and template amendments; circulate for execution by email or e-signature platform.
- Contract Lifecycle Management (CLM). Maintain the CLM system as the system of record for executed agreements; log all incoming commercial contracts, leases, tenders, sales representative and distributorship agreements; index, tag, and track obligations, renewals, expirations, exclusivity, change-of-control, and notice requirements; produce reports for management and auditors.
- Litigation, Subpoenas and Discovery Holds. Log, calendar, and process subpoenas, third-party requests, and litigation pleadings; assist outside counsel with document collection; administer litigation hold notices, custodian acknowledgments, and preservation tracking; manage litigation files.
- M&A Due Diligence and Closing Support. Compile, organize, and maintain due diligence materials in connection with mergers, acquisitions, divestitures, joint ventures, and other strategic transactions; populate and manage virtual data rooms (e.g., Intralinks, Datasite); prepare diligence trackers, disclosure schedules, closing checklists, closing folders and closing binders; coordinate signature pages and post-closing deliverables.
- Public Records, Corporate Searches and Filings. Conduct searches on Secretary of State and equivalent international registries for corporate filings, good standing, franchise tax status, UCC liens, judgments, and litigation history; prepare and file annual reports, foreign qualifications, withdrawals, name reservations, DBAs, and registered agent changes.
- Entity Formation and Maintenance Documents. Prepare and file articles of incorporation/formation, certificates of formation, bylaws, operating agreements, partnership agreements, organizational consents, IRS Form SS-4 EIN applications, and beneficial ownership reporting; coordinate with outside counsel and registered agents on cross-border formations.
- Board Meeting Preparation. Assist with preparation, assembly, and distribution of board and committee materials, including agendas, board books, resolutions, and pre-read materials; manage the board portal (e.g., Diligent Boards) and ensure secure, timely delivery of materials to directors; coordinate logistics for in-person and virtual meetings.
- Board and Committee Meeting Minutes. Review meeting transcripts and prepare accurate, concise summaries of board and committee meeting minutes for review by the General Counsel and Corporate Secretary; finalize minutes and maintain official minute books.
- Securities and SEC Compliance Support. Assist with annual proxy statement preparation (DEF14A), Section 16 reports (Forms 3, 4, 5), periodic and current SEC filings (10-K, 10-Q, 8-K), D&O questionnaires, insider trading window administration, and 10b5-1 trading plan tracking; coordinate with securities counsel and the Corporate Secretary.
- Powers of Attorney and Legalization. Prepare general and Customs Powers of Attorney; track annual renewals; coordinate notarization, county clerk certification, Secretary of State authentication, apostille (Hague Convention) and consular legalization for non-Hague jurisdictions; serve as in-house notary for company documents.
- Intellectual Property Coordination. Maintain the patent and trademark portfolio with outside IP counsel; coordinate inventor assignments, declarations, and notarizations; track docketing deadlines, renewal/maintenance fees, and licensing agreements.
- Records Retention and Archiving. Administer the Records Retention Policy; maintain the Law Department file room and archive index; coordinate file movement and approved destruction of records with the General Counsel; affix and emboss corporate seals as required.
- Privacy and Data Protection Support. Support privacy compliance activities (GDPR, CCPA/CPRA), including intake of data subject access and deletion requests, DPA tracking, and cross-border data transfer documentation.
- Vendor and Outside Counsel Coordination. Coordinate engagement letters, conflict checks, e-billing platform onboarding, matter management, and invoice review/approval for outside counsel; track legal spend against budget.
- Safety Committee. Serve as Emergency Coordinator for assigned zone; attend safety committee meetings; maintain zone roster and emergency checklist.
- Executive Assistant Support to General Counsel. Provide executive assistant support to the General Counsel, including calendar management, complex travel arrangements (domestic and international), expense reporting, meeting coordination, visitor logistics, document processing, and confidential correspondence; perform other duties as needed.
QUALIFICATIONS
Education and Experience
- Bachelor's degree from accredited institution required; Humanities degree preferred (English, History, Philosophy, Sociology, Political Science or similar).
- Minimum of three (3) years of corporate experience, preferably in an in-house legal department, law firm, or comparable environment; international oil & gas or oilfield services industry experience a plus.
- Experience supporting corporate governance, compliance, transactional matters, securities filings, and multi-jurisdictional entity management.
- Notary public commission (or ability to obtain within 90 days of hire).
Technical Skills
- Advanced skills in Microsoft Word, Excel, PowerPoint, Visio, Outlook, and Adobe Acrobat.
- Familiarity with AI models, running iterative prompts and/or setting up AI agents; preferred models include Claude/Cowork and Copilot
- Experience conducting searches on Secretary of State and international corporate registries.
- Working knowledge of SEC EDGAR filing processes and Section 16 reporting workflows is a plus.
- Proficiency with board portal software (e.g., Diligent Boards, BoardEffect, Nasdaq Boardvantage) is a plus.
CORE COMPETENCIES
- Exceptional attention to detail, organizational, and time-management skills; ability to multi-task in a high-pressure environment with frequently changing priorities.
- Strong written and verbal communication skills; ability to draft clear, professional, and accurate documents.
- Sound judgment, discretion, ethicality and the highest level of confidentiality regarding sensitive executive, board, and company information.
- Strong interpersonal skills and the ability to work effectively with executives, directors, outside counsel, and cross-functional teams (Tax, Treasury, Finance, HR, HSE, IT).
- Self-starter who can work independently and as part of a team; able to operate with limited supervision and exercise initiative.
- Flexibility with changing schedules during the work week and day-to-day, to support transaction closings, board meetings, and other time-sensitive matters.
Core Laboratories, including all of its affiliated and related entities, is an equal opportunity employer and is committed to creating an inclusive environment for everyone. Employment decisions are made regardless of characteristics including, but not limited to, race, color, sex, sexual orientation, gender identity, national origin, age, disability, religion, genetic information, protected veteran or uniformed service member status, and any other characteristic protected under applicable law.
