Assistant Company Secretary

Main Job Purpose

Primary Role: To assist with company secretarial services to a selection of fund entities, which may include regulated, listed and private equity clients.

Secondary Role: To provide wider support to the other Company Secretarial and Fund teams as required.

(Full training will be provided)

Key Responsibilities 

Overview

• Act as Assistant Company Secretary to a portfolio of fund boards (initially on the private equity side), but in future may include other regulated and listed entities
• Assist with team projects, initiatives and reviews

Meetings

• Assist with clients/directors liaison regarding the arrangement of board meetings (availability, rooms, conference lines etc.)
• Assist with the preparation and circulation of board meeting packs
• Attended board meetings and assist with minutes as required using the prescribed format
• Assist with the circulation of minutes on a timely basis and collate feedback and alterations as required

Statutory Records

• Assist with the setup and maintenance of hard copy statutory record files and assist with the timely filing of documents
• Assist with the logging of agreements on the master agreements log per client
• Assist with any banking and facilities arrangements when required
• Assist with the completion and maintenance of signatory mandates

Filings

• Assist the team with the completion and submission of annual return forms for all companies administered
• Assist with the any tax related procedures connected the client entities supported.
• Assist with any statutory fee routines relating to the clients such as:

• Annual returns
• Regulatory fees
• Stock Exchange filing fees

Notifications

• Assist with any notifications required to the regulator regarding changes to officers, signatories, directors, auditors, manager, proposed alteration to fund documentation e.g. prospectus, agreements, change of registered office

Registers

• Assist with maintenance of all related registers including:
  • Directors and secretary’s registers
  • Members register and issue and sealing of share certificates (Where appropriate) 
  • Seal register
  • Registers of Associates

• Assist with the maintenance of the teams various Company Secretarial Procedures
• Assist with the provision of information to enable compliance to maintain error/breach reports and logs including liaison with Custodian and internal parties to ensure satisfactory conclusions
• Assist with the collection of KYC information for new Directors or other persons where required
• Assist with preparation of any Regulatory compliance visits

Miscellaneous

• Assist with review of all accounts, draft prospectuses, draft agendas for meetings, draft marketing material in accordance with appropriate legislation
• Contribute to the maintenance of procedures in line with all legislative requirements under which funds operate and ensure all statutory returns are made accurately and on a timely basis in accordance with the law
• Assist with SLA reviews and ensure adherence once completed
• Assist with the preparation of any Directors’ and Officers’ Insurance Proposal Forms and ensure cover is maintained
• Assist with the set-up and maintenance of client company letterheads
• Cover for team members when necessary
• Any other duties as delegated by the Head of Company Secretariat

Technical Skills - Essential Requirements

• Good knowledge of the offshore fund industry particularly with regards to the regulatory requirements.

• Exposure to risk/compliance work in the context of fund administration.
• Knowledge of the laws and regulations applicable to the management and administration of a fund operation.

(Full training will be provided as required)

Qualifications & Industry Experience – Essential Requirements

• Strong set of A-level results
• Educated to degree level (preferable)
• Willingness to study for industry relevant professional qualification such as ICSA

Competencies – Essential Requirements 

• Effective communication skills
• Strong client service orientation
• Goal driven
• Excellent time management ability
• The ability to work under pressure
• Strong team ethic

Training 

• Client facing skills
• Overview of funds (all types)
• Presentation skills
• Effective business writing
• Effective report writing
• Effective decision making skills
• Effective influencing skills
• Running effective meetings
• Negotiation skills

Qualifications Supported 

ICSA - Regulation & Compliance - Investments & Operations