This role supports legal operations by managing legal entity filings, maintaining corporate records, and drafting related documents. It involves working closely with various internal departments and external partners to ensure legal entity information is complete, current, and accessible. The position requires a process-oriented individual capable of executing routine governance activities while identifying exceptions that need escalation or attorney review.
Responsibilities
Prepare and file documentation for formations, qualifications, amendments, mergers, dissolutions, withdrawals, annual reports, renewals, good-standing requests, and other routine entity actions using official forms, approved templates, and instructions, adapting as appropriate
Validate legal names, jurisdictions, addresses, registered-agent details, officers, directors, ownership data, effective dates, and required attachments against approved sources and with approved personnel
Track requests, due dates, review status, approvals, filing completion, and confirmations; file accepted or stamped documents, receipts, and related evidence in the correct entity record
Create and maintain digital and, where applicable, physical minute books using approved folder structures, naming conventions, document categories, indexing, and retention standards
Generate recurring governance documents (including officer and director/manager lists, incumbency certificates, consents, meeting minutes, agency agreements, and similar entity governance records) using approved templates, SOPs, mail merge processes, and other document-generation tools
Log, classify, and file formation documents, annual reports, amendments, consents, minutes, ownership records, and filing confirmations in the appropriate entity repository
Review records for administrative completeness, prepare exception lists for missing, duplicate, outdated, illegible, or misclassified documents, and complete approved cleanup and remediation activities
Support digitization and migration of historical records while preserving document integrity, traceability, and version control; retrieve records for authorized users and route substantive legal questions appropriately
Update the central entity-management systems from approved source documents and U.S. instructions, including entity status, ownership, officers, directors, addresses, jurisdictions, and registered-agent information
Recognize discrepancies in entity information across approved systems and corporate records and escalate unresolved differences for determination
Prepare ownership charts, parent-subsidiary maps, officer lists, routine entity summaries, and similar documents using approved data and established formats
Maintain source evidence and an audit trail for data changes and support routine document and data requests from authorized Legal, Tax, Finance, M&A, and other internal teams through the agreed review process
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Follow documented procedures, checklists, approval protocols, confidentiality, record-retention, and access-control requirements; protect privileged and sensitive information
Manage recurring and event-driven requests with disciplined prioritization, timely follow-through, and clear status visibility; escalate risks, dependencies, and deadlines promptly
Escalate issues when necessary to seek legal interpretation, judgment, approval, or a decision regarding entity action, and operate within assigned authority
Partner across India and U.S. time zones and contribute to SOPs, training, knowledge transfer, quality reviews, and continuous improvement as the GCN function scales
Identify recurring process inefficiencies, recommend improvements to SOPs, and participate in technology and automation initiatives that reduce manual effort while maintaining quality and appropriate legal oversight
Requirements
Bachelor's degree in Law, Legal Studies, Commerce, Business Administration, Corporate Governance, or a related field; equivalent relevant experience may be considered
Typically 3+ years of experience in corporate secretarial support, corporate paralegal support, legal operations, legal entity administration, regulatory or compliance operations, or corporate records management
Experience preparing forms or document packages for U.S.-based legal, regulatory, governance, compliance, or similarly controlled enterprises or environments
Experience maintaining high-volume, sensitive records in structured electronic repositories and managing recurring deliverables, open items, and deadlines with a high level of accuracy and ownership
Demonstrated ability to interpret detailed written procedures and consistently execute high-volume work with minimal supervision
Experience preparing draft U.S. legal entity forms and supporting documentation for annual reports, qualifications, amendments, good-standing requests, mergers, withdrawals, dissolutions, or other Secretary of State matters
Experience maintaining corporate minute books, officer and director records, ownership information, or legal entity organization charts
Exceptional attention to detail when working with legal entity names, dates, jurisdictions, addresses, officer and director information, ownership data, and formal records
Strong document-preparation and records-management discipline, including consistent naming, indexing, version control, metadata, and audit-trail practices
Ability to compare information across forms, source documents, systems, and trackers; identify inconsistencies; document open questions; and escalate issues appropriately
Ability to follow detailed instructions, approved templates, SOPs, review protocols, and authority limits in a controlled legal environment, including adhering to applicable confidentiality and security protocols
Strong organization, workload management, and written and verbal English communication skills, including the ability to manage multiple deadlines and provide concise status updates across time zones
Proficiency with Microsoft Word, Excel, Outlook, and SharePoint, with the judgment to handle confidential and potentially privileged information appropriately
Demonstrated aptitude for improving repeatable processes through standardization, documentation, spreadsheets, mail merge, automation tools, or similar technologies
No professional legal license is required, but ICSI-qualified Company Secretary (or progress toward the ICSI Company Secretary qualification) is preferred
Nice to have:
Experience using entity-management platforms, legal document-management systems, workflow tools, or registered-agent portals
Experience identifying opportunities to automate repetitive processes and experience with process automation, including basic coding, scripting, programming (e.g., Power Automate and similar tools) to improve those processes
Paralegal certificate, Company Secretary qualification or coursework, or relevant legal operations, corporate governance, records-management, or compliance training
Prior experience in healthcare, a global capability center, shared services, or another highly regulated environment, including records migration, process documentation, quality review, knowledge transfer, or new-function standup
Relevant paralegal, corporate secretarial, legal operations, records-management, or compliance training is also preferred
Important Details
Direct Reports: Individual contributor; no direct reports
About the Company
HCA Healthcare's legal operations are supported by this role within its Global Capability Network (GCN) function. The GCN function is expected to contribute to process optimization, standardization, automation initiatives, and the continuous refinement of operating procedures as it matures.
