Senior Administrator/Assistant Manager - Co-Sec

Department: Fund Administration

Employment Type: Full Time

Location: Guernsey

Description

Key Responsibilities

• Becoming familiar with the Company’s policies and procedures, inclusive of checklists. 
• Oversee and plan the scheduling of client board meetings at the appropriate frequency to ensure smooth running. 
• Manage the annual calendar of board approvals required for the relevant companies in line with the structure’s key documents.
• Prepare, review and issue meeting agendas, board packs and materials ahead of board meetings.
• Provide support and clear communication to the various boards of directors as required in a professional manner by e-mail and in person for company secretarial matters.
• Attend client facing board meetings as company secretary. Present the agenda and administration/ company secretarial report to the board.
• Prepare and review accurate board meeting minutes and resolutions in a timely manner.
• Track and complete board meeting action points.
• Ensure that board meeting trackers, document trackers, ratification schedules, annual calendars and conflict registers are kept up to date.
• Update, review and maintain share, director and secretaries’ and limited partnership registers.
• Prepare and review corporate governance related documents to be tabled at board meeting.
• Understand the triggers for filing requirements with the Guernsey Registry and GFSC. Review and prepare regulatory/statutory submissions, ensuring internal and external deadlines are met. 
• Co-ordinate the review and signing of documents by the board of directors. Identify and resolve any incomplete instructions or information ahead of circulation to the board. Track board approvals, final documents and ratifications needed.
• Actively lead on the company secretarial elements required for transactional work including but not limited to, transfers of interest, investment transactions, fund closings, set ups and winding up.
• Assist with the incorporation of new entities, onboarding, dissolutions and liquidations.
• Demonstrate technical knowledge on Company Secretarial practices, Corporate Governance and Guernsey Company Law. Ability to problem solve and be the first point of contact for more complicated requests.
• Maintain accurate statutory folders and demonstrate good electronic filing.
• Develop and maintain strong, long-lasting relationships with our clients and external parties, proactively managing client expectations and turnaround times
• Actively monitoring client mailboxes and junior team members workloads to identify priority tasks to be completed and delegating tasks effectively. 
• Create a cohesive culture between the different teams within the business.
• Ensure administration agreements capturing all variable/chargeable fees are in place for your portfolio of clients, quarterly invoices are raised in line with internal deadlines and settled in a timely manner
• Liaise with numerous external parties, including but not limited to, investment managers, legal firms and banking providers
• Assisting/leading on company secretarial related projects, ensuring deadlines are met and training is delivered 
• (For Assistant Manager) Line managing junior members of the team and providing relevant coaching. Setting and measuring objectives as part of the annual performance cycle. Take responsibility for ensuring team deadlines and key performance indicators are met and act as a key reviewer for quality control on the teams workload.
• (For Assistant Manager) Signatory responsibility for the sign off internal checklists and payments internally.
• Any other tasks or ad-hoc duties as necessary

Skills, Knowledge and Expertise

• Educated to at least ‘A’ level standard or equivalent. 
• Excellent attention to detail, organisation, strong written and verbal communication skills.
• IT skills, including experience with Microsoft Office.
• Holding or working towards the CGI or similar, or willing to study for a relevant professional qualification.
• The successful candidate will be required to have 2+ years of demonstrable company secretarial experience (ideally in a fund or corporate administration business).