Company Secretarial Assistant

The Client
Our Client is a leading independent provider of corporate, trust and fund services to the financial services sector worldwide, employing 800 staff across a global footprint that spans Africa, the Americas, Asia, the Caribbean, Europe and the Middle East. They are seeking a fund services professional to become a Company Secretarial Assistant of their Fund Services Department in Malta.

Main Duties 
  • Manage relevant relationships with team members
  • Manage relationships with clients, Boards and other service providers
  • Build positive relationships and add real value to the teams and entities from a governance perspective
  • Adhere to processes, procedures, and working practices for the greater good of the entities
  • Ensure that the company’s legal entities and clients are in compliance with laws and regulations and relevant internal rules and regulations
  • Assist with organising meetings, drafting of agendas, preparation of Board papers and attending Board meetings
  • Prepare draft minutes and action point lists of the matters arising from Board meetings and sending them to the client and Board for review within the relevant timeframe
  • Amend minutes and action point lists to incorporate any changes suggested and circulate revised lists to all board members and persons allocated an action point
  • Assist with any regulatory filings
  • Maintain corporate registers (e.g., register of directors, etc.)
  • Deal with any other responsibility reasonably assigned by the Company Secretary
  • On-going Company Secretarial compliance for a varied portfolio of clients
  • Preparation and filing of Annual Returns
  • Hold Annual General Meetings and Extraordinary General Meetings
  • Assist the Company Secretary deal with queries and requests on a day to day basis from clients, auditors and internal staff
  • Represent the Company in a professional manner and enhance the perception of the Company as client oriented, proactive and dedicated to providing a superior service

  • Experience in a company secretary/company secretarial assistant role, preferably in a fund or legal environment
  • Strong written communication skills with proven ability in the use of the English language. French or German are an asset
  • Exceptional proofreading is required to ensure the accuracy of the documents and correspondence
  • Excellent organisational and time management skills
  • Must be flexible and have the ability to manage shifting priorities
  • Good knowledge of Windows based software’s
  • Minute taking experience


 Should you require further information, please, call Ivana direct on +356 9999 0319 or on +356 2099 4444  

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