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About the Role

This position is a central role in our corporate governance, serving as the Legal/General Affairs Lead. The primary focus will be on managing board and shareholder meetings, ensuring compliance with company law, organizing decision-making processes based on delegation of authority, and designing/operating contract, seal, and approval workflows (including workflow tools like Bakuraku). Additionally, responsibilities include office and facility management, and general administrative tasks. We expect this role to enhance our corporate operations by collaborating with external legal and judicial scrivener firms, especially in preparation for our IPO.

Responsibilities

Lead the scheduling, notice, and agenda preparation for board and shareholder meetings, coordinating content with relevant departments.
Manage the entire process of board and shareholder meetings, including scenario planning, day-of operations, minute-taking, and sealing/storage.
Oversee the convening and operation of regular and extraordinary shareholder meetings, in collaboration with external legal counsel.
Revise articles of incorporation, review organizational structure, and establish various internal regulations.
Manage documentation related to executive compensation, limitation of liability agreements, and director/auditor appointments and resignations, including registration matters.
Prepare for post-listing stock management in coordination with trust banks.
Handle board/shareholder meeting procedures and registration for the issuance, allocation, and cancellation of stock options, in collaboration with judicial scrivener firms.
Lead the organization of decision-making matters based on the delegation of authority table, including reviewing approval regulations and monetary thresholds.
Oversee the design and operation of contract approval, seal application, and electronic contract processes (using workflow tools like Bakuraku) and handle requests from business units.
Develop and review templates for NDAs, service agreements, and basic transaction agreements, and manage the operation of electronic signatures (like DocuSign) and authority settings.
Prepare and review English versions of shareholder meeting documents and handle communications with overseas shareholders and investors.
Plan and execute internal responses to legal amendments, such as the Fair Trade Act (formerly Antimonopoly Act), including explanatory sessions and updates to approval processes and contract clauses.
Engage in IPO readiness tasks, including internal audits and J-Sox compliance.
Manage the office environment, equipment, and supplies, including layout, seating, access control (security), and negotiations with facility-related vendors.
Handle office lease agreements (renewals, restoration), insurance, leases, copiers, subscriptions, and manage related contracts, renewals, and costs.
Oversee and improve daily administrative tasks such as reception, main phone line, mail/delivery handling, and inventory management of supplies and consumables.
Provide operational support for company-wide meetings, internal events, and visitor reception, and manage internal announcements and inquiry points.
Establish and operate administrative procedures for permit renewals and various registrations, optimizing internal operations in coordination with legal functions.
Manage office environment, equipment, and supplies, including layout, seating, access control (security), and negotiations with facility-related vendors.
Handle office lease agreements (renewals, restoration), insurance, leases, copiers, subscriptions, and manage related contracts, renewals, and costs.
Oversee and improve daily administrative tasks such as reception, main phone line, mail/delivery handling, and inventory management of supplies and consumables.
Provide operational support for company-wide meetings, internal events, and visitor reception, and manage internal announcements and inquiry points.
Establish and operate administrative procedures for permit renewals and various registrations, optimizing internal operations in coordination with legal functions.

Requirements

Bachelor's degree or equivalent knowledge and experience.
Experience in company legal affairs (board/shareholder meetings, registration, organizational design) either in-house at a company or at a law firm.
Paralegal experience at a law firm, actively involved in corporate-related tasks such as drafting minutes, contracts, and registration documents.
Practical experience in managing board and shareholder meetings, including preparing agendas, minutes, scenarios, and conducting day-of operations.
Business-level Japanese proficiency for written and verbal communication with external directors, shareholders, and legal counsel.
Attention to detail, ability to organize issues, skill in achieving consensus with multiple stakeholders.
Adaptability to operational tasks using SaaS tools (e.g., Bakuraku, kintone, Slack).

Skills

Company Law
Board Meeting Management
Shareholder Meeting Management
Corporate Governance
Registration Procedures
Organizational Design
Contract Drafting and Review
Electronic Contract Systems (Bakuraku, DocuSign)
Workflow Tool Operation
Office Facility Management
Administrative Task Management
Stakeholder Communication
Problem Solving
Attention to Detail
Japanese Language Proficiency

Location

Japan

Work Type

Full-time

Experience Level

Mid-level
Senior-level

Education Level

Bachelor's Degree

About the Company

Telexistence is a robotics company developing remote-controlled, AI-powered robots with the mission to transform robots, structures, and the world.
We bring together highly specialized talent from around the globe, developing hardware, software, AI, and remote control technologies in-house.
Our goal is to expand the application of robots beyond factories and fundamentally change the nature of work and society.