Company Secretarial Officer

Our client, a leading multi-disciplinary professional services organization based in Malta, are currently seeking to recruit a Company Secretarial Officer to join their team and provide corporate secretarial support to client companies.

 

Key Responsibilities:

• Providing day-to-day support to the Company Secretarial Manager in the management of corporate secretarial matters.
• Assisting with the coordination and delivery of services across the Co-Sec team.
• Acting as a point of contact for assigned clients, responding to queries in a timely and professional manner.
• Supporting clients with routine company secretarial requirements and governance advice.
• Assisting with the onboarding of new clients and assisting in obtaining updated KYC/AML documentation in the case of share transfers/share allotments and chasing for any missing/expired KYC documentation.
• Building and maintaining strong client relationships while ensuring service delivery aligns with regulatory expectations.
• Managing and updating statutory registers, including registers of members, directors, secretaries, beneficial owners and debentures.
• Drafting and preparing standard governance documents, such as agendas, minutes, resolutions and board packs.
• Preparing notices, managing proxies, confirming quorum and ensuring compliance with the Companies Act and Articles of Association, for upcoming Board and Shareholder meetings.
• Assisting with the incorporation, restructuring, striking off or liquidation of client companies.
• Assisting in the preparation and submission of statutory filings with the Malta Business Registry within prescribed deadlines, including forms, constitutional amendments and annual returns.
• Supporting the provision of governance advice to clients.
• Keeping up to date with changes in Maltese company law, MFSA guidelines, and CSP regulatory updates.

 

Ideal Candidate Profile:

• A university degree or an equivalent professional qualification.
• Experience in a corporate secretarial or company governance role, ideally within a CSP or professional services environment.
• Expertise in the Maltese Companies Act and contemporary governance practices.
• Strong command of electronic execution platforms (e.g. DocuSign/QES) is considered an asset.
• Excellent communication skills.