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Associate - Corporate Secretarial Services

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Waystone Governance Ltd.

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Location:
Luxembourg , Senningerberg

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

This role will support the day-to-day running of the Distribution Support team. This is a client-facing role that requires you to work closely with colleagues across functional and geographic boundaries to carry out distribution activity across the EEA for a number of our key clients within a clear regulatory framework.

Job Responsibility:

  • Be responsible for a portfolio of clients, within a single client relationship
  • Assist and complete operations within that portfolio, assisting with operations for the wider client portfolio
  • Maintain and update client files and corporate records in accordance with regulatory and internal standards
  • Manage administrative tasks including regulatory filings, RBE register updates, RCS deposits, document execution and safekeeping and legalisation processes
  • Support company lifecycle events such as formations, dissolutions and annual obligations (AGMs, EGM) as well as ad-hoc corporate secretarial matters (e.g., changes to directors, registered office and share capital)
  • Take full ownership of delegated tasks and contribute actively to team success
  • Demonstrate knowledge of fund corporate governance and regulatory filing requirements, staying informed of relevant changes
  • Draft, finalise and manage resolutions and other corporate documentation
  • Prioritise workload effectively, identifying and escalating scheduling conflicts or delays as needed
  • Monitor task tracking systems to ensure timely completion of responsibilities
  • Exhibit strong attention to detail and excellent communication skills
  • Be flexible and willing to take on additional responsibilities as required
  • Assist with and complete board support activities, including meeting organisation, coordination with attendees, preparation and distribution of materials, drafting minutes and managing post-meeting actions
  • Provide support to colleagues when capacity allows and communicate availability to management
  • Assist with inbox monitoring and task processing during team absences
  • Participate in team projects as directed by management
  • Professionally and independently liaise with fund service providers and clients
  • Maintain accurate company registers
  • Adhere to current Waystone policies and procedures and contribute to the development of jurisdiction-specific policies as needed.

Requirements:

  • You (preferably) hold a degree in Business or Law or equivalent experience with a focus on company secretarial services
  • You have a minimum of 2 years of experience in company secretarial roles
  • You have a strong knowledge of Luxembourg corporate and fund regulations
  • You are highly organised, proactive, accurate and have a sense of responsibility and priority management
  • You are able to work independently in an environment under pressure and with tight deadlines
  • You are fluent in English (written and spoken)
  • You are proficient in MS Office (Word, Excel, Outlook, and Teams).

Additional Information:

Job Posted:
May 15, 2026

Employment Type:
Fulltime
Work Type:
Hybrid work
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