Corporate Secretarial Administrator (with Banking Industry background)

SUMMARY:

Delivery of professional, effective, high quality corporate secretarial services on behalf of a number of listed and unlisted companies, limited partnerships and unit trusts. Develop a basic understanding of the business function. Likely to be accountable for regular reporting or process administration. Junior level administrator to work in conjunction with the other members of the Corporate Secretarial team to provide company secretarial services to various entities.

MAJOR DUTIES:

1. Request reports required for the board papers in advance of the meeting.
• Board pack contains different businesses, depending on the types of service being provided to the client. Should be able to reach out to the correct teams to request the specific type of reports
• Review completed board pack to ensure completeness
2. Consolidate and dispatch board pack to home location for verification and checking.
1. Ensure all reports are complete and saved on the correct server
2. Upload all reports on Diligent Boardbooks software
3. File the necessary modifications within the entity with different regulatory bodies.
• File the necessary documents and requirements with the respective government entity concerned such as but not limited to: CSSF, RCS and RBO (Lux government bodies)
• Assist with the maintenance of statutory records in both electronic and physical form
4. Perform other company secretarial functions as may be required.
• Provide support to the different Corporate Secretarial home locations in completing and assisting with various corporate secretarial tasks as required
• Liaise with internal colleagues / departments as necessary
5. Perform tasks that may be outside corporate secretarial functions as and when needed such as report preparation and presentations.
6. Conduct due diligence requests for external stakeholders including analytics, data collection and data maintenance
• Provide support which includes analytics, data collection and data maintenance
• Liaise with internal colleagues / departments as necessary and external Fund auditors
7. Ensure that all tasks are compliant as per the standardized policies
1. Ensure that the team/company’s goals for accuracy and timeliness are maintained
2. Follow core procedures, checklists and client specific procedures on a daily and monthly basis
3. Escalate relevant and critical issues to management and all pertinent partners in a timely and efficient manner
4. Carry out complex activities with significant financial, client, and/or internal business impact

KNOWLEDGE/SKILLS:

• Effective communication (written and verbal) with a good command of the English language.
• Strong organizational skills with good accuracy and attention to detail.
• Strong time management skills.
• Proficient with Microsoft Office Suite (predominantly Word, Excel, and Outlook) and PDF
• Professional in appearance and manner
• The ideal candidate will hold a minimum of 1-2 years’ experience in an office environment with experience in banking/fund/BPO/shared services industry.
• Knowledge of Diligent Boardbooks or any other board packaging software would be an advantage.

EXPERIENCE:

• College/university degree
• Experience in working in banking/fund/BPO/shared services industry is preferred as basic to intermediate understanding of fund/bank management would aid the candidate to effectively perform corporate secretarial function;
• Exposure to client facing situations would be an advantage;
• Any experience attending board meetings would be an advantage.

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