- We are seeking a detail-oriented Senior Administrator to join our Governance / Company Secretarial team. In this role, you will be responsible for providing high-quality administration and company secretarial services to a dedicated client portfolio, ensuring full compliance with all relevant statutory obligations.
- The successful incumbent will serve as a key support to junior team members, offering daily guidance, mentoring, and on-the-job training. You will act as a first reviewer of outputs, support the Assistant Manager in delivering operational excellence, and play an active role in meeting internal performance goals and client service standards.
Client Governance & Meeting Administration:
- Coordinate the full board and committee meeting cycle: scheduling, agenda drafting, board pack collation, meeting attendance, and minute finalization.
- Ensure meeting action items are completed and documented timeously.
- Maintain and update corporate calendars and action point logs for allocated clients.
- Ensure minutes are signed within required timelines and distributed accordingly.
Minute Drafting & Review:
- Draft clear, accurate, and concise minutes that capture discussions and decisions.
- Act as first reviewer of minutes prepared by team members, providing constructive feedback and ensuring alignment with client and internal standards.
- Conduct self-review of your own drafted minutes prior to escalation for second-level review.
Statutory Compliance & Record-Keeping:
- Monitor and manage statutory filing requirements in line with relevant legislation and internal deadlines.
- Maintain accurate and up-to-date statutory records (Registers of Members, Directors, etc.).
- Draft and submit corporate documentation to regulatory bodies as required.
- Ensure corporate data integrity through diligent record-keeping and system maintenance.
Client & Stakeholder Engagement:
- Act as the first point of contact for client-related governance queries within your portfolio.
- Foster strong working relationships with clients, legal advisors, and internal teams including the Luxembourg office.
- Liaise with Transfer Agents and ensure timely submission of documentation for regulatory deadlines.
Team Leadership & Mentoring:
- Provide day-to-day guidance, mentorship, and support to Administrators and new joiners.
- Lead training sessions on governance, compliance processes, and best practices as agreed with the Assistant Manager.
- Oversee team workload coverage, especially during leave periods or peak deadlines, and support weekly team planning.
Operational Efficiency & Contribution to Organizational Goals:
- Actively contribute to continuous improvement by identifying and helping implement process efficiencies.
- Align with company-wide objectives, including data excellence, service delivery, and positive culture building.
- Uphold the company's service standards, KPIs, and internal SLA expectations.
- Promote a positive and solutions-driven team culture by encouraging open communication and collaboration.
- Minimum 3 years' experience in a full Company Secretarial or governance-related role.
- Minimum 2-3 years' experience of minute taking.
- LLB Qualification/ CGISA certification.
- AML/KYC Knowledge.
- Financial Services / Fund Administration exposure (highly adv).
- Strong working knowledge of corporate law, regulatory filings, and board governance processes.
- Experience working with clients across multiple jurisdictions (e.g., Luxembourg) is advantageous.
- Proficiency with minute-taking, corporate calendars, and governance documentation tools.
- Experience with workflow tracking platforms is a advantageous.
- Strong technical knowledge of governance and statutory compliance.
- Exceptional attention to detail and ability to self-review work.
- Excellent verbal and written communication skills.
- Ability to work independently while contributing to a wider team.
- Proactive problem-solver with a solution-oriented mindset.
- Proven time management and organisational skills.
- Strong interpersonal skills with the ability to build relationships with clients and internal stakeholders.
What you will get in return
- A genuinely unique opportunity to be part of an expanding large global business;
- Competitive remuneration commensurate with skills and experience;
- Training and development opportunities.