Legal Admin Assistant

About Nebius:

Nebius is leading a new era in cloud infrastructure for the global AI economy. We are building a full-stack AI cloud platform that supports developers and enterprises from data and model training through to production deployment, without the cost and complexity of building large in-house AI/ML infrastructure.

Built by engineers, for engineers. From large-scale GPU orchestration to inference optimization, we own the hard problems across compute, storage, networking and applied AI.

Listed on Nasdaq (NBIS) and headquartered in Amsterdam, we have a global footprint with R&D hubs across Europe, the UK, North America and Israel. Our team of 1,500+ includes hundreds of engineers with deep expertise across hardware, software and AI R&D.

The role

The Legal Administrative Assistant supports the Legal teams and Company Secretary with day-to-day legal administrative tasks, processing of invoices and payments, corporate housekeeping, compliance, and operational tasks across local and foreign legal entities.

This role is critical in ensuring smooth legal operations, proper document management, corporate governance support, vendor and invoice handling, and coordination with internal and external stakeholders, including outside counsels, notaries, authorities and service providers.

Your responsibilities will include:

Administrative & Operational Support

• • Support the Legal teams and Company Secretary with daily administrative activities.
  • Support office operations and team administrative coordination and welfare activities.

Legal Documentation & Corporate Support

• • Receive, prepare, organize, and process paper and electronic legal forms and documents, including corporate and regulatory forms.
  • Manage document signing processes from start to finish, including electronic signature workflows and physical signatures.
  • Handle incoming and outgoing legal documentation and coordinate document retrieval logistics.
  • Prepare and request residency certificates, taxpayer confirmations, company statements, and similar corporate documents.
  • Coordinate notarization, legalization, apostille, and certification processes with notaries and tax authorities.
  • Archive and maintain structured legal and corporate records and document repositories.

Corporate Governance & Company Secretary Support

• Support the Company Secretary with corporate governance administration activities.
• Track and monitor incorporation steps, company registrations, amendments, and liquidation.

Treasury & Finance Coordination

• Process legal invoices, payment requests, vendor setup activities, and ZIP tickets for the legal department.
• Coordinate with Finance, Treasury, and Procurement teams regarding payments, approvals, and corporate information requests.
• Liaise with treasury regarding company registrations, bank account openings/closures, and corporate information requests.

We expect you to have:

• 3–5 years of experience in administration, corporate housekeeping, company secretarial support, or legal operations.
• Experience in an international corporate environment, in-house legal department, or corporate services provider.
• Experience supporting multiple international legal entities is an advantage.
• Proficient in tools such as:
  • DocuSign
  • Jira (for ticketing and task tracking)
  • Microsoft Office Suite
• Comfortable using document storage systems (e.g., shared drives).
• Basic knowledge of budgeting tools or invoice processing platforms (e.g., ZIP).
• Service oriented and minded.
• Strong organizational and multitasking abilities.
• Excellent attention to detail and document accuracy.
• Ability to manage multiple deadlines and stakeholders simultaneously.
• Strong record keeping and archiving capabilities.

It will be an added bonus if you have:

• Understanding of corporate governance, legal documentation, and entity management.
• Familiarity with incorporation processes, powers of attorney, notarization, apostille, and legalization procedures.

Benefits & Perks:

• Competitive compensation
• Career growth and learning opportunities
• Flexibility and ownership
• Collaborative and innovative culture
• Opportunity to work on impactful AI projects
• International environment and talented teams

What's it like to work at Nebius:

Fast moving - Bold thinking - Constant growth - Meaningful impact - Trust and real ownership - Opportunity to shape the future of AI

Equal Opportunity Statement:

Nebius is an equal opportunity employer. We are committed to fostering an inclusive and diverse workplace and to providing equal employment opportunities in all aspects of employment. We do not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, ancestry, age, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.

Applicants must be authorized to work in the country in which they apply and will be required to provide proof of employment eligibility as a condition of hire.

If you need accommodations during the application process, please let us know.