Senior Associate – Corporate Secretarial Services Job at Waystone Governance Ltd. (Senningerberg)

Job Description

The Senior Associate – Corporate Secretarial Services (COE) will be an integral part of the team’s success. This role is responsible for working on a single client relationship, with a complex portfolio of underlying client entities (ensuring compliance with regulatory requirements, overseeing corporate documentation and supporting board governance processes), assisting with the delivery of services within a team, managing multiple underlying client relationships and reviewing work produced by others within the teams servicing this single client and its underlying relationships. Key responsibilities include maintaining statutory records, managing company lifecycle events and operations. The role also involves client relationship management and contributing to strategic initiatives such as project work and process improvement. Strong organizational, communication and regulatory knowledge are essential for success in this position.

Job Responsibility

Manage a complex portfolio of underlying clients, within a single client relationship
Manage operations for that portfolio, ensuring delivery within the team’s specified timeframes and procedures
Compile management information, team performance and KPI tracking for management
Maintain and update client files and corporate records in accordance with regulatory and internal standards
Provide guidance, training and mentorship to team members and members of the wider Corporate Secretarial Services team, if required
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 deep knowledge of fund corporate governance and regulatory filing requirements, staying informed of relevant changes
Draft, finalise, manage and/ or review resolutions and other corporate documentation
Prioritise workload effectively, identifying and escalating scheduling conflicts or delays as needed
Exhibit strong attention to detail and excellent communication skills
Be flexible and willing to take on additional responsibilities as required
Support board support activities, including meeting organisation, coordination with attendees, preparation, distribution and/or review of materials, drafting and/or review of minutes and managing post-meeting actions
Assist with the drafting of processes and procedures, as necessary
Provide support to colleagues when capacity allows and communicate availability to management
Assist with inbox monitoring and task processing during team absences
Ensure timely follow-up with relationship managers and board members for documentation turnaround
Professionally and independently liaise with fund service providers
Maintain accurate company registers
Adhere to current Waystone policies and procedures
Support recruitment efforts for the team
Contribute to invoicing and fee-related activities
Assist with, or in some instances, manage projects impacting team operations.

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 4 years of experience in company secretarial roles
Completed your ILA qualification or will be working towards the qualification or equivalent qualification
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).

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Senior Associate – Corporate Secretarial Services

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