Assistant Company Secretary

Employment contract:

Permanent

Location:

St Peter Port, Saint Peter Port, Guernsey

Job/mission:

LEGAL

Reference:

48323771

Main Job Purpose

 

Primary Role: To assist with company secretarial services to a selection of fund entities, which may include regulated, listed and private equity clients.

 

Secondary Role: To provide wider support to the other Company Secretarial and Fund teams as required.

(Full training will be provided)

 

Key Responsibilities 

 

Overview

  • Act as Assistant Company Secretary to a portfolio of fund boards (initially on the private equity side), but in future may include other regulated and listed entities
  • Assist with team projects, initiatives and reviews

 

Meetings

  • Assist with clients/directors liaison regarding the arrangement of board meetings (availability, rooms, conference lines etc.)
  • Assist with the preparation and circulation of board meeting packs
  • Attended board meetings and assist with minutes as required using the prescribed format
  • Assist with the circulation of minutes on a timely basis and collate feedback and alterations as required

 

Statutory Records

  • Assist with the setup and maintenance of hard copy statutory record files and assist with the timely filing of documents
  • Assist with the logging of agreements on the master agreements log per client
  • Assist with any banking and facilities arrangements when required
  • Assist with the completion and maintenance of signatory mandates

 

Filings

  • Assist the team with the completion and submission of annual return forms for all companies administered
  • Assist with the any tax related procedures connected the client entities supported.
  • Assist with any statutory fee routines relating to the clients such as:
  • Annual returns
  • Regulatory fees
  • Stock Exchange filing fees
  • Assist with the distribution and filing of accounts (Registrar, Exchange, Custodian and any other Regulatory body as necessary)

 

Notifications

  • Assist with any notifications required to the regulator regarding changes to officers, signatories, directors, auditors, manager, proposed alteration to fund documentation e.g. prospectus, agreements, change of registered office

 

Registers

  • Assist with maintenance of all related registers including:
    • Directors and secretary’s registers
    • Members register and issue and sealing of share certificates (Where appropriate) 
    • Seal register
    • Registers of Associates
  1. Registers of Connected Customers/Insider list
  • Assist with the maintenance of the teams various Company Secretarial Procedures
  • Assist with the provision of information to enable compliance to maintain error/breach reports and logs including liaison with Custodian and internal parties to ensure satisfactory conclusions
  • Assist with the collection of KYC information for new Directors or other persons where required
  • Assist with preparation of any Regulatory compliance visits

 

Miscellaneous

  • Assist with review of all accounts, draft prospectuses, draft agendas for meetings, draft marketing material in accordance with appropriate legislation
  • Contribute to the maintenance of procedures in line with all legislative requirements under which funds operate and ensure all statutory returns are made accurately and on a timely basis in accordance with the law
  • Assist with SLA reviews and ensure adherence once completed
  • Assist with the preparation of any Directors’ and Officers’ Insurance Proposal Forms and ensure cover is maintained
  • Assist with the set-up and maintenance of client company letterheads
  • Cover for team members when necessary
  • Any other duties as delegated by the Head of Company Secretariat

 

Technical Skills – Essential Requirements

  • Good knowledge of the offshore fund industry particularly with regards to the regulatory requirements.
  • Exposure to risk/compliance work in the context of fund administration.
  • Knowledge of the laws and regulations applicable to the management and administration of a fund operation.

(Full training will be provided as required)

 

Qualifications & Industry Experience – Essential Requirements

  • Strong set of A-level results
  • Educated to degree level (preferable)
  • Willingness to study for industry relevant professional qualification such as ICSA

 

Competencies – Essential Requirements 

  • Effective communication skills
  • Strong client service orientation
  • Goal driven
  • Excellent time management ability
  • The ability to work under pressure
  • Strong team ethic
  • Judgment and problem solving

 

Training 

  • Client facing skills
  • Overview of funds (all types)
  • Presentation skills
  • Effective business writing
  • Effective report writing
  • Effective decision making skills
  • Effective influencing skills
  • Running effective meetings
  • Negotiation skills

 

Qualifications Supported 

 

ICSA – Regulation & Compliance – Investments & Operations