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
- Know specifics of designated clients including understanding their structure and any agreements they have in place
- Minimize risk to IQEQ by ensuring all procedures and checklists are followed
Tasks / Duties:
- 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 draft 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 client database and all other reports are up to date and accurate
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 Hong Kong 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 CSA system
- Understand and use best practices on the software used by the Hong Kong office (e.g. MS Office, Adobe, CSA 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