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

Systems:

• 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.)

Risk:

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

Other:

• Undertake any additional reasonable requests as deemed by the firm