Senior Administrator, Corporate Secretarial

What’s the role?

In this role you will assist our Luxembourg Corporate Secretarial Services team to ensure the provision of a professional, first-class service to team clients.  

 What you’ll be doing

Your role may include, but will not be limited to, the following tasks which we call ‘Defined Business Activities’. The list of defined business activities is not exhaustive and may be amended from time to time: 

Specific Responsibilities: 

• Understand Scope of Corporate Secretarial Services for Clients: Agree scope of services and expectations for deliverables with Client Service team for each client, to include consideration of billing arrangements (core or additional).
• Review and Approve Deliverables from Junior Corporate Secretarial Staff: Take primary responsibility for reviewing and approving the deliverables prepared by team members, ensuring the accuracy, quality, and compliance of all documents. Ensure team members adhere to all relevant policies and procedures and scope of services as agreed with client service team. 

• Oversee and Draft Documentation: Take full responsibility for drafting and overseeing the creation of Board, Committee or Shareholder meeting minutes and resolutions. Circulate drafts for approval by client service team and/or client and/or adviser, ensuring feedback from review is considered and if appropriate incorporated into drafts and future work.

• Client Portfolio Responsibility: Take responsibility for corporate secretarial services to allocated client portfolio, ensuring full compliance with statutory frameworks. Ensure efficient feedback loop with team manager and client relationship manager on client portfolio.  Provide information and input on client profiles and file reviews in collaboration with the client service team.

• Convene and Attend Client Board or Shareholder Meetings: Lead the organisation of board and general meetings for clients within your portfolio, preparing minutes and convening notices, and ensuring seamless governance processes.  Ensure preparation and maintenance of governance calendars for clients within your portfolio.

• Completion of Document Execution and Deadlines: Take ownership of coordinating the signatures of transaction documents, ensuring all filings and documentation are processed within the prescribed deadlines. Adherence to authorisation levels and compliance standards across multiple entities. 

• Ensure Maintenance of Statutory Books and Records: Working with the relevant data control teams, ensure that statutory books and records are accurately maintained, and updates are completed in a timely manner.

• Ensure Compliance with Statutory Filing Requirements: Ensure timely and accurate filings with Registrar of Companies and any listing authority filings (as applicable) for clients within your portfolio.

• Ensure Completion Registrations and Renewals: Complete initial registrations and renewals in line with relevant regulations such as the Register of Overseas Entities, Legal Entity Identifier (LEI), trust registrations. ensuring relevant Policies and Procedures are followed at all times.
• Ensure Accurate Time-Recording: Take responsibility for accurate time recording on your clients, and knowledge of contracted services. Feedback to team manager and client service manager any additional services requested and record time accordingly.   

The ideal background for this role:

• In progress with relevant professional qualification e.g. the Chartered Governance Institute.
• 4+ years’ relevant industry experience
• Understanding and knowledge of the finance/private equity/real estate industry, legislation, company law, corporate governance best practice and regulatory requirements in which we operate

Role Location/Hybrid Schedule

This role is based in our Southampton office. Although the nature of most of the roles within Gen II cannot be classed as totally flexible, there is scope in some cases for a form of Agile Working. The different ways in which Agile Working can be undertaken is dependent on the demands and needs of the business, the office space available and the individual’s preferences and circumstances.