Assistant Manager Corporate Secretary

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 of the meetings, sending reminders on deadlines to hold Annual General Meetings, and performing Corporate House Cleaning for the client funds.

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 relationships 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, board resolutions, legal agreements, letters, and correspondences to board of directors/trustees, banks, and/or regulators, as required by clients
  • Ensure that statutory books are in order and updated accurately on a timely basis
  • Ensure that the client is compliant to all regulations and legal requirements by, consistently communicating deadlines of legal requirements and drafting the documents relative to the filing thereof
  • 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 the efficiency and effectiveness of the 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 standards set by the Luxembourg office

Fee / Time Management:

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


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


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


  • Undertake any additional reasonable requests as deemed by the firm



  • Holds a bachelor’s degree
  • 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.
  • Strong written and verbal communication
  • Experience and knowledge in using legal parlance in a professional setting
  • Experience in managing service operations, managing multiple clients, and client deliverables
  • Excellent organizational, 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 LLB, JD or pre-law) degree or equivalent related paralegal qualification.
  • Working knowledge of the French Language would be an asset.
  • 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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