Company Secretarial Office Assistant

To assist the department in providing Company Secretarial services to a selection of fund entities, which include regulated, listed and private equity clients.

(Full training will be provided)

Meetings

• Assist with the arranging of board meetings (setting up of rooms, lunch ordering / taxi booking, sending out meeting invitations (placeholders) and updating of internal records).
• Request and monitor for the receipt of board papers.
• Assist with the preparation of Company Secretarial reports and appendices (mainly excel based)
• Assist with the preparation of board meeting packs using web-based board pack platforms
• Assist with the drafting of minutes for standard transactions (using templates).
• Assist with the circulation of minutes on a timely basis and arrange execution via DocuSign.

Statutory Records

• Assist with the setup and maintenance of statutory record files (hard and soft copies) and assist with the timely filing of documents.
• Assist with the logging of agreements on the master agreements log per client.

Filings

• Assist the team in the completion and submission of annual return forms for all administered companies and limited partnerships.
• Assist with the filing of tax exemption applications connected the client entities supported.
• Assist with the settlement of statutory fees relating to the clients such as:

• Guernsey Registry fees.
• Regulatory fees.
• Stock Exchange filing fees.

Registers

• Assist with maintenance of all related registers including:
  • Directors and secretary’s registers.
  • Members register. 
  • Seal register.

Risk

• Assist with the maintenance of the team’s various Company Secretarial Procedures.
• Assist with the collection of KYC information for new Directors or other persons where required.

Miscellaneous

• Assist with the maintenance of internal spreadsheets / client information sheets and data.
• Assist with the set-up and maintenance of client company letterheads.
• Assist with the maintenance of Registered Office records
• Any other duties as delegated by the Head of Company Secretariat.

Technical Skills - Essential Requirements

• Good telephone manner
• Good verbal communication skills
• Good attention to detail 
• High level of accuracy
• Good knowledge of Excel / Word

Technical Skills - Preferred Requirements

• Knowledge of PowerPoint
• Knowledge of Diligent / Board Intelligence

(Full training will be provided as required)

Qualifications & Industry Experience – Essential Requirements 

1-2 years’ experience of working in an office environment

Competencies – Essential Requirements 

• Effective communication skills
• Strong organisational skills
• Client focus
• Teamwork
• Proactivity
• Accurate and reliable

Regulatory Requirements

25 hours CPD