Key Responsibilities:

• Support the Administration teams in the use of Board Intelligence for Board Pack Preparation and document retention, and oversee user access rights;
• Board/ Shareholder meeting attendance / Board communication as required;
• Scheduled and Ad hoc Board / Shareholders / Managers / unit holder / committee meetings – Minute taking / drafting /circulation / approval / filing;
• Drafting of Board / Shareholders minutes and written resolutions for a diverse portfolio of structures with timeliness and efficiency, to a high level of accuracy and with minimum oversight. The diversity and complexity of the minutes will be dependent on the experience and knowledge of the jobholder;
• Oversight of the Annual Confirmation Statement and Annual Administration Fee Payments cycle ;
• Set Up, Maintenance and closure of Jersey entities in Viewpoint;
• Set up and Maintenance of Statutory registers for members, directors, secretary and other significant parties for Jersey entities;
• Assist with ensuring all statutory returns, filings and notifications are made at the appropriate time;
• Maintain the beneficial owner, controller and significant party information for jersey entities in MyRegistry and ensure that the 21 day deadline for reporting any changes is always met;
• Maintenance of all Client CoSec Team trackers;
• Support execution of client specific procedures and controls
• Assist/support the management of existing client relationships
• Work within client Service Level Agreements
• Ensure systems are fully and accurately populated in relation to entities worked on
• Ensure costs related to ad-hoc and bespoke client work are identified and captured
• In addition to the duties listed above, the Company Secretarial Administrator may be requested to perform any other ad hoc duties or projects as requested by management or appropriate supervisor.

Candidate Profile:

• Ideally degree or diploma
• Ideally in the process of taking a relevant professional qualification – although not essential
• Previous experience of administration and company secretarial duties in a Funds and Company environment is essential