Documentation Analyst

Description

About the Company
North Horizon Holdings Inc. is a Canadian family office with a global investment footprint. We are value-oriented investors with diversified interests across public markets, private equity, venture capital, and real estate.
We are seeking a detail-oriented and proactive Documentation Analyst to join our team. This role will focus on corporate governance, entity management, and regulatory compliance, ensuring the firm’s global operations remain well-structured, compliant, and efficiently managed. The ideal candidate will thrive in a dynamic environment, demonstrate strong attention to detail, and contribute to the continuous enhancement of our governance processes.
Responsibilities
Entity Management

• Manage the full lifecycle of entities across multiple jurisdictions, including incorporation, maintenance, reorganization, and dissolution.
• Maintain an up-to-date corporate database and compliance calendar for all subsidiaries and affiliates.
• Coordinate with legal, finance, tax, and compliance teams to ensure consistency in corporate data and ownership structures.
• Support bank account management activities, including signatory updates and internal approval workflows.
• Assist the investment team in completing KYC/CDD processes.
• Support corporate restructuring, mergers, and intercompany share transfers.

Statutory & Regulatory Compliance

• Ensure all legal entities remain compliant with applicable company laws and regulations.
• Prepare and file statutory documents such as annual returns, director or officer changes, share transfers, and registered office updates.
• Maintain statutory registers of directors, shareholders, and beneficial owners.
• Track and monitor regulatory filing deadlines to ensure timely submissions.
• Liaise with government authorities (e.g., company registries, regulators, tax departments) for corporate filings.

Corporate Governance Support

• Draft, review, and maintain board resolutions, meeting minutes, and governance documentation.
• Ensure board decisions are accurately recorded and properly implemented.
• Provide guidance to management and directors on governance best practices and regulatory obligations.
• Maintain compliance with internal corporate policies and group governance frameworks.

Documentation, Processes & Systems Management

• Maintain well-organized and easily accessible digital and physical corporate records.
• Review and standardize documentation templates to ensure consistency across governance practices.
• Support process improvement initiatives and ensure data accuracy across internal systems.

Stakeholder Communication & Coordination

• Act as a primary liaison among directors, shareholders, regulators, and internal departments.
• Handle requests for corporate information with discretion and confidentiality.
• Coordinate with external service providers such as law firms, corporate agents, and auditors for global entity management.
• Support due diligence exercises, audits, and internal governance reviews.

Additional Responsibilities (for experienced candidates):

• Advise management on optimizing corporate structures and mitigating governance risks.
• Support cross-border corporate restructuring and compliance projects.
• Align corporate governance practices with business and strategic goals.
• Mentor and train junior governance or administrative staff.

Qualifications & Skills

• Bachelor’s degree in Law, Business Administration, Accounting, Finance, or a related field.
• Minimum 1 year of relevant experience in corporate governance, compliance, or entity management.
• Chartered Secretary / Governance certification (e.g., ICSA, HKCGI, CGI UK & Ireland, or equivalent) — highly preferred.
• Strong understanding of corporate law, company ordinances, and governance frameworks is an asset.
• Excellent document management, organization, and recordkeeping skills with strong attention to detail.
• Solid risk awareness and ability to proactively identify and escalate governance or compliance issues.
• Strong communication skills in English; knowledge of Chinese (Mandarin or Cantonese) is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

Culture and Total Rewards

•  Be part of an inclusive culture where your ideas, advice and recommendations are highly valued 
• Provided with opportunities to learn continuously and develop professionally  
• Provided with a total rewards program that includes:  

-Competitive base pay   -Eligibility for bonus as well as benefits  -Reimbursement of your professional development/training  At North Horizon Holdings, we believe diversity of background, experience, and perspective fuels growth and innovation. We strive to build a culture that combines the best of East and West, while respecting and appreciating each individual’s uniqueness. We are committed to developing and promoting talent regardless of age, gender, ethnicity, sexual orientation, or visible/invisible disability.