Company Secretary

November 7, 2022
Employment contract
Standard / Permanent
Location
JE-Saint Helier
Job / Mission
OPERATION PROCESSING
Reference
22-58
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Main job purpose:

To fulfil the role of Company Secretary or Assistant Company Secretary, depending on level of experience, to a selection of fund entities.

Overview

  • Act as Company Secretary to a portfolio of fund boards
  • Provide regulatory and procedural guidance to the boards on company related matters.
  • Review changes in legislation and Corporate Governance, disseminate implications to the team and assist with procedural changes where necessary.
  • Assist with team projects / initiatives.

Meetings

  • Liaison with Client/Directors to arrange and facilitate Board meetings (availability, rooms, telephone etc.).
  • Preparation and circulation of material for Board Meetings.
  • Attend / host board meetings.
  • Draft written minutes of each meeting and circulate as appropriate for approval.

Statutory Records

  • Set up and maintain hard copy statutory record files in accordance with regulatory requirements for all new companies and ensure timely filing of documents.
  • Log agreements on master agreements log per client.
  • Complete and update Signatory mandates.

Filings

  • Completion and submission of JFSC Registry annual confirmations.
  • Ensure statutory fees are paid including the following: Ensure distribution of accounts is correctly completed and filed with statutory bodies.

Notifications

  • Notify JFSC of changes to officers, signatories, directors, auditors, manager, proposed alteration to fund documentation e.g. prospectus, agreements, change of registered office.

Registers

  • Maintain Directors and Secretary’s registers.
  • Maintain Members register.
  • Maintain Seal register (if applicable).
  • Maintain Registers of Associates.
  • Maintain Registers of Connected Customers/Insider list.

Risk

  • Assist with the maintenance of the teams various Company Secretarial Procedures.
  • Gather and have available KYC information for new Directors or other persons where required.
  • Assist with preparation of any Regulatory compliance visits.

Miscellaneous

  • Assist with review of all accounts, draft prospectuses, draft agendas for meetings, draft marketing material in accordance with appropriate legislation.
  • Maintain procedures in line with all legislative requirements under which funds operate and ensure all statutory returns are made accurately and on a timely basis in accordance with the law.
  • Review SLAs and ensure adherence and regular reviews are completed.
  • Prepare Directors’ and Officers’ Insurance Proposal Forms and ensure cover is maintained.
  • Arrange for client company letterhead to be set up and available.
  • Cover for team members when necessary.

Technical Skills:

Preferred Requirements

  • Good knowledge of the offshore fund industry particularly concerning the regulatory requirements and the role of the company secretary.
  • Understanding of the laws and regulations applicable to the management and administration of a fund operation.

(Full training will be provided as required)

Preferred Requirements

  • Ideally hold or be working towards an industry relevant professional qualification such as ICSA.
  • At least 2 years relevant industry experience.

Competencies:

Preferred Requirements

  • Strong team ethic
  • Effective communication skills
  • Strong client service orientation
  • Excellent time management ability
  • The ability to work under pressure
  • Judgment and problem solving

Qualfiications Supported

All qualifications listed under the following headings:

  • ICSA 
  • Regulation & Compliance
  • Investments & Operations