Job Description

To work in conjunction with other members of the Corporate Secretarial Team in providing a comprehensive company secretarial service to the funds, management companies and other entities under administration.

• Attend board meetings and take comprehensive notes
• Prepare an action point list of the matters arising from the board meeting and circulate list to all board members and persons allocated an action point
• Follow up on the action points from the last board meeting with those allocated responsibility for them and ensure that they provide an update on the point
• Draft detailed minutes of board meetings and incorporate changes following review
• Produce extracts of minutes when required
• Prepare and circulate board resolutions (e.g. for Interim and Annual Accounts) when required.
• Preparation of Agendas and Board Packs for Board Meetings
• Draft agendas at least 35 days in advance of board meetings and circulate for review
• Request reports required for the board meeting at least 35 days in advance of the meeting
• Collate the requested reports, chase up any outstanding reports and prepare board packs using online board pack preparation tool
• Circulate soft copies of the packs to relevant recipients, if required to do so
• Schedule client board meetings
• Make all necessary arrangements related to client board meetings
• Changes to directors/secretary, registered office, change of company name, etc.
• Preparation and filing of Annual Returns or FS1 Forms
• Holding of Annual General Meetings and Extraordinary General Meetings
• Maintenance of Section 53 and 194 Registers
• Notifications to the Financial Regulator and Offshore Authorities
• Liaising with Sponsoring Brokers
• Filings with Companies Registration Office
• Update the Company Secretarial database whenever any relevant changes occur which would affect the information being held on the database
• Ensure retention stock transfer forms and Declarations of Trust for all holders of subscriber shares for each company/fund
• Arrange for the transfer of a share when requested by client
• To perform other company secretarial functions from time to time as may be required
• Deal with queries and requests, on a day to day basis, from clients, auditors and internal staff
• Performance of due diligence on company secretarial records for new funds/companies
• To represent the Company in a professional manner and enhance the perception of the Company as client oriented, proactive and dedicated to providing a superior service.

Required Knowledge, Skills, and Abilities

• Previous experience working in a similar role would be a distinct advantage
• Previous minute taking or note taking experience would be a distinct advantage
• Effective organizational skills, with the ability to priorities tasks
• Ability to manage a portfolio of clients
• Ability to work to deadlines
• Ability to work on own initiative
• Ability to work as part of a team
• Strong written communication skills with proven ability in the use of the English language
• Have an interest in pursuing a career as a Company Secretary