Executive – Secretarial

Job Description

Responsibilities

The Executive is responsible for the delivery of Secretarial medium-to-high complex processes and all related activities. The work of the Executive will be reviewed by the Associate Manager and/or the Manager (depending whether 6-eyes or 4-eyes review is applicable) 

All work delivered need to be accurate, well-presented and meet high-quality standards. The Executive will make process improvement recommendations that improve either quality, efficiency or level of client service.

Tasks 

• Coach junior members of the team.
• Prepare annual meeting for listed companies and reviews resolutions/minutes for private companies prepared by Junior Associate / Associate.
• Organise board meetings and ensure that the relevant board meeting protocols are looked into; prepare board packs; attend meeting for minutes taking; draft minutes of meeting and coordinate amendments/approval by board members.
• Review/Draft of Board Minutes and Written Resolution of Shareholders for appointment and resignation of directors including letters to related parties and ensure completion of all relevant corporate actions required and updating of internal data management software (“Microgen 5Series”). Any matters arising out of board meetings and relevant corporate actions should be monitored to ensure completion. 
• Change in Auditors: receive resignation letter of resigning auditor or/and letter of engagement for new auditor; draft/review resolution/minutes for approval of change; prepare/review FSC approval/notification letter or notify any other relevant stakeholder/Regulator of the change in auditors and update Microgen 5Series.
• Review/Draft of Board Minutes or Written Resolution of Directors for opening of bank and/or custody account, build up the application pack, and send to bank/custodian after the review and validation of the Associate Manager or Manager.
• Ensure request for change in business plan as per IQ-EQ policy and Mauritian law prior to drafting WRS or organising special meeting for approval. Submit signed business plan and Certified True Copy of the Written Resolution of Shareholders to FSC upon approval.
• For investment request, ensure supporting document are compliant, prepare pack for approval by the Board and send to Manager or Director – Client Management.  Upon approval, execute the investment and follow up for fully signed agreement, bank confirmation for fund and share certificate.
• For distribution of shares or dividend or redemption, provide relevant information to accounting team to update the management accounts to-date of transaction and forecasted management accounts after transaction. Procure solvency test from accounting team to verify that the client company is solvent prior and post the transaction. Prepare Written Resolution of Shareholders (“WRS”) for approval of shareholders and notice of distribution where required. Collate required document for statutory filling. 
• Work with the Legal team to customise a standard constitution to meet client’s requirement. Upon receipt of validated constitution, draft and circulate WRS to adopt the constitution and send for signature. Upon receipt of signed WRS, liaise with Legal for a legal certificate. Prepare and submit Form 12, with supporting document, on CBRIS and request a certified version of the constitution. Follow up with ROC for the certified constitution and inform the Manager upon receipt.
• For amendment to a constitution, draft the shareholders/Directors’ resolution and prepare the Form 12 - Notice of Adoption/Alteration/Revocation of Constitution. Upon approval, draft a letter to ROC, copy FSC, and annexes the supporting document and submit the statutory filing.
• Draft board resolution for application of PAN and the PAN application form. Send to Associate Manager / Manager for review and approval. Upon approval, arrange for notarisation and legalisation of constitutive docs of the company.
• Liaise with various insurers/brokers, following request from client for new of insurance or renewal, for fee quote comparison. The following points should be looked into:-

• Ensure MLRO & DMLRO is covered where required. 
• For CIS Managers, ensure that all requirements are covered under S42 of the Securities (Collective Investment Schemes and Closed-end Funds) Regulations 2008.
• Send the insurance quotes to the Client through the Associate Manager / Manager. 
• Upon approval from the client, complete the insurance subscription with the insurer/broker. 
• Follow up with the insurer/broker until receipt of the full insurance policy document.
• Update receipt of both [Renewed] Insurance Policy Certificate and Full Insurance Policy Document on Eazzy Filing 
• For CIS Managers, submit a certified copy of the insurance policy certificate to FSC.
• Carry out AML & KYC/CDD checks on new directors, shareholders (up to beneficial owners), investors and investee companies and to escalate any gaps identified/Review CDD trackers prepared by Associate and Junior Associate.  
• Carry out any AML-CFT function which is required under the Laws and Regulations of Mauritius.
• To update any internal compliance/risk tools available e.g. SERR for review by Associate Manager/Manager
• Ensure the appointment of MLRO/DMLRO and CO is done in line with the relevant regulations
• Ensure that the Company adheres to the relevant regulations in Mauritius and assist with the preparation/review of the Annual Administrators Report, assessment reports with regard to AML/CFT, Code of Business Conduct, National Code of Corporate Governance Report, Business Risk Assessments, Client Risk Assessments or other required reports as may be put in place further to changes in the regulations and follow up on Board’s approval. 
• Prepare the following tasks to be reviewed/approved by the Associate Manager and/or Manager:-
• Payment process: prepare payment instructions and checklist; check bank balance; ensure call back; send instruction to bank and ensure payment is effected; send email confirmation to Associate Manager and/or Manager.
• Prepare Application or renewal TRC through Directors’ meeting or written resolution of directors, complete application form, payment, checklist and finance requisition form.
• Application for trademark registration or BRN
• Dissolution / initiate liquidation procedures
• Update the relevant systems (5Series) & reports where applicable.
• Attend other ad-hoc request from clients and identify potential for billing initiatives on ad hoc work done
• Review of Invoices generated for the companies administered in respective portfolio
• Ensure timely cash collection on invoices circulated to Clients
• To provide assistance to Associate Manager/Manager on any inspection received from the Regulator
• Perform other Secretarial related routine tasks including but not limited to securing signatures     of relevant signatories on documents, assisting the Associate Manager/Manager in special assignments & projects.
• Update the relevant systems (5Series) & reports where applicable.
• Ensure that all statutory filings of the Company e.g. filing of accounts & Tax returns have been complied with
• Update time sheets as required under the IQ EQ’s internal policies
• Update planning information (BiLLy and submit to Associate Manager / Manager)
• Raise/Flag client/service issues on a timely basis before client complaints.
• Ensure that all documentation/company’s records are duly scanned and saved on the document management software (“EazzyFiling”) and maintain on the Client’s File. Company’s physical files/documents are to be maintained in proper order in compacter/safe/filing cabinets. 
• Ensure that archiving of documentation is done post approval from Assistant Manager/Manager
• Ensure protection of information assets of IQ-EQ MU and to abide by the ISMS in place at IQ-EQ MU.

Key competencies for position and level

• Customer focus
• Communicates effectively
• Plans and aligns
• Interpersonal savvy
• Action orientated

Key behaviours we expect to see

In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following:

• Accuracy
• Approachability
• Attention to detail
• Prioritisation 
• Proactivity
• Relationship Building
• Taking ownership

Deliverables (KPIs)

• On-time delivery
• Quality of work (errors or rework or complaints)
• Personal chargeability