Brand
Study level
Master Degree or equivalent (> 4 years)
Last update 29.01.2025
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
- Assist with the distribution and filing of accounts (Registrar, Exchange, Custodian and any other Regulatory body as necessary)
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
- Registers of Connected Customers/Insider list
- 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
- Judgment and problem solving
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
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