Assistant Company Secretary

To fulfil the role of Company Secretary or Assistant Company Secretary, depending on level of experience, to a selection of fund entities.

(Full training will be provided as required)

Overview

• Act as Company Secretary to a portfolio of fund boards 
• Provide regulatory and procedural guidance to the boards on company related matters. 
• Review changes in legislation and Corporate Governance, disseminate implications to the team and assist with procedural changes where necessary
• Assist with team projects / initiatives

Meetings

• Liaison with Client/Directors to arrange and facilitate Board meetings (availability, rooms, telephone etc.)
• Preparation and circulation of material for Board Meetings
• Attend / host board meetings
• Draft written minutes of each meeting and circulate as appropriate for approval
• Draft and circulate written resolutions

Statutory Records

• Set up and maintain hard copy statutory record files in accordance with regulatory requirements for all new companies and ensure timely filing of documents
• Log agreements on master agreements log per client
• Complete and update Signatory mandates

Filings

• Completion and submission of JFSC Registry annual confirmations
• Ensure statutory fees are paid including the following:
• Ensure distribution of accounts is correctly completed and filed with statutory bodies.

Notifications

• Notify JFSC of changes to officers, signatories, directors, auditors, manager, proposed alteration to fund documentation e.g. prospectus, agreements, change of registered office

Registers

• Maintain Directors and Secretary’s registers
• Maintain Members register
• Maintain Seal register (if applicable)
• Maintain Registers of Associates
• Maintain Registers of Connected Customers/Insider list

Risk

• Assist with the maintenance of the teams various Company Secretarial Procedures.
• Gather and have available 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
• Maintain 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
• Review SLAs and ensure adherence and regular reviews are completed
• Prepare Directors’ and Officers’ Insurance Proposal Forms and ensure cover is maintained
• Arrange for client company letterhead to be set up and available
• Cover for team members when necessary

Technical Skills - Preferred Requirements

• Good knowledge of the offshore fund industry particularly concerning the regulatory requirements and the role of the company secretary

• Understanding of the laws and regulations applicable to the management and administration of a fund operation
• Experience relating to London Stock Exchange listed entities would be beneficial

(Full training will be provided as required)

Qualifications & Industry Experience - Preferred Requirements

• At least 2 years relevant industry experience

Competencies - Preferred Requirements

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

Qualifications Supported 

• ICSA
• Regulation & Compliance
• Investments & Operations

Regulatory Requirements 

25 hrs CPD p.a.