Pasig City, Philippines

Assistant Manager Corporate Secretary

Full-time / part-time
Full-time
Level
Mid-Senior Level
Department
Finance & Accounting
Address
Ortigas Center
Pasig City
Philippines

Job description

You'll play a key role in supporting our Corporate Client Services team, providing exceptional corporate secretarial administration services to your portfolio of clients.

You will be responsible for drafting resolutions; preparing minutes for general meetings, sending reminders on deadlines to hold Annual General Meetings, and keeping the statutory books in order.

Core Responsibilities:

  • Responsible for generating and preparation of documents and forms required for a portfolio of clients
  • Ensuring the smooth running of day to day relationship with cluster and consistent delivery of client reporting/information accurately and on time
  • Ensuring that support is provided to your immediate supervisor to complete the required deliverables for the clients and be proactive in defining areas needing attention or support
  • Be an “expert” on designated clients including understanding their structure and any agreements they have in place
  • Ensuring that adequate training has been received and support provided in order to complete the role and be proactive in defining areas needing attention or support
  • Ensuring that preparers of work receive constructive support and are trained adequately to complete their role
  • Minimize risk to IQEQ by ensuring all procedures and checklists are followed

Tasks / Duties:

  • Review, generate and prepare documents and forms, including but not limited to minutes of meetings and resolutions, as required by clients
  • Ensure that statutory books are in order and updated accurately on a timely basis
  • Closely monitor clients’ statutory deadlines and send reminders where required
  • Raise any queries/issues to the immediate supervisor in a timely manner
  • Responsible for client portfolio and assisting other colleagues within the team as required
  • Ensure the client database and all other reports are up to date and accurate 
  • Review work done by subordinates and ensure that high-quality work will be delivered
  • Ensure efficiency and effectiveness of team

Client Delivery:

  • Deliver high-quality work to the cluster and ensure all the requirements of the client are met.

Management of Workflow:

  • Ensure deliverables are prepared based on the standard set by the Singapore office

Fee / Time Management:

  • Ensure that electronic timesheets are completed daily, and accurately for all hours worked

Systems:

  • Understand and use best practices in the CAS system
  • Understand and use best practices on the software used by the Singapore office (e.g. MS Office, Adobe, CAS system, 5 Series, etc.)

Risk:

  • Ensure relevant procedures and checklists are adhered to minimize the risk of errors

Other:

  • Undertake any additional reasonable requests as deemed by the firm

Qualifications

Must-have:

  • Holds a Bachelor's Degree in Business Administration or similar
  • At least 8 years of relevant experience
  • At least 2 years of relevant experience in a supervisory role
  • Conversant with corporate secretarial practices especially in the areas of funds and special purpose vehicles.
  • Conversant with the Singapore Companies Act and the Variable Capital Companies Act as appropriate.
  • Strong written and verbal communication
  • Experience of managing service operations, managing multiple clients, and client deliverables
  • Excellent organisational, prioritization, communication, and interpersonal skills
  • Meticulous, organized, detailed and deadline-oriented
  • Can do attitude, ability to cope with tight deadlines, working under pressure

Nice to have:

  • Preferably a qualified Chartered Secretary or holds an LL.B (pre-law) degree or equivalent related paralegal qualification.
  • Experience in using CAS system
  • Experience in managing teams

 

Additional information

At IQ-EQ we want you to reach your full potential. We offer an inclusive and diverse environment to support your career aspirations. With a strong emphasis on continuous learning and a holistic approach to your professional and personal development. We also offer opportunities across our service lines and our international network of offices.

Company description

IQ-EQ is a leading Investor Services group which combines global expertise with an unwavering focus on client service delivery. We support fund managers, global companies, family offices and private clients operating worldwide

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