Job Description

The Corporate Secretary is responsible for maintaining corporate records, ensuring regulatory compliance, and managing corporate governance activities across 15-20 legal entities. This role serves as the primary liaison with shareholders, banks, and regulatory authorities while supporting the CFO and executive leadership in corporate administration, entity simplification, and intercompany processes.  
Key Responsibilities  

• Corporate Records & Compliance:Maintainaccurateand complete corporate records for 15-20 legal entities across multiplejurisdictionsand introduce a new corporate records management system / tool
• Entity Simplification & RestructuringLead entity rationalization initiatives to simplify corporate structure in coordination with tax and legal advisors
• Intercompany Setup & ProcessesDesign, standardize, and manage end-to-end intercompany frameworks, including contracting, documentation, approvals, transfer pricing support, and collaboration with Finance on invoicing and settlement processes
• Legal vs. FunctionalOrganization ManagementManage and align the dual structure of legal entities and functional organization(with statutory Managing Directors), ensuring clear roles, decision rights, authorization frameworks, and effective collaboration whilemaintaininglegal complianceand corporate boundaries
• Shareholder AdministrationManage shareholder communications, includingmaintainingshareholder databases, processing share issuances and transfers, preparing notices and proxies, and coordinating withprivate equitysponsors on governance and reporting
• Banking & Lender RelationsServe as the primary contact for banking relationships, supporting debt financing activities, preparing corporate authorizationdocuments, ensuring compliance with loan agreements, andmaintainingrecords of guarantees and intercreditor arrangements
• Board & Meeting SupportOrganize and prepare materials for board meetingsacross all entities, drafting agendas andresolutions, ensuring procedural compliance, tracking decisions, andmaintainingboard records

• Bachelor’s degree in Law, Business Administration, or a related field
• 5+ years of experience as Corporate Secretary or in corporate governance role 
• Familiarity with German corporate law (particularly GmbH structures and MD requirements), compliance requirements and governance best practices
• Hands-on experience with entity simplification, restructuring, and intercompany setups
• Proven experience managing multiple legal entities acrossdifferentjurisdictions, balancing legalentityrequirements withorganizationneeds, andleveragingentity management systems and corporate record databases
• Highly organized,detail-orientedand discrete in handling sensitive corporate matters
• Experience in private equity-backed or SaaS companies and knowledge of European corporate law (Ltd structures) are a plus

Here you can find our benefits: PTV Logistics Employees Benefits | PTV LogisticsFreyja Aspacher
Senior Talent Acquisition Partner