Senior Associate Corporate Secretary Officer

Job title:

Senior Associate Corporate Secretary Officer

Company:

Apex Group

Job description

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.For our business, for clients, and for youRole summary:Join our team as a Senior associate International Corporate Secretary Officer within Apex Corporate Solutions, reporting to the Head of Operations Corporate Solutions in Valencia, Spain. As a member of the COSEC Team, you will deliver a broad spectrum of administrative, compliance, and regulatory services for the Swiss jurisdiction to clients and client’s managers.Key responsibilities:

• Support the diligent setup for the Swiss jurisdiction
• Setup new clients on Diligent for the team;

• Onboard new clients to the Diligent platform following established protocols
• Configure client-specific settings and requirements
• Manage client statutory data on an ongoing basis;

• Prepare the statutory documents of the entity served
• Maintain accurate and up-to-date statutory records for client entities
• Monitor and track compliance deadlines, regulatory requirements, and filing obligations
• Update director information, company details, and corporate documentation
• Ensure data integrity and compliance with regulatory standards
• Manage Client Board Pack preparation on BI;

• Coordinate the collection and organization of board materials from various stakeholders
• Review and format documents according to corporate standards
• Ensure timely distribution of board packs to directors and relevant parties
• Maintain version control and manage last-minute updates
• Archive board materials securely following meetings
• Arrange and prepare annual AGMs:

• Schedule meeting dates in compliance with statutory requirements and coordinate with board members and key stakeholders
• Prepare and distribute required notices, and meeting documentation within legal timeframes
• Draft AGM agendas, resolutions, and supporting materials
• Manage shareholder communications and handle proxy arrangements
• Ensure proper recording of meeting minutes and maintenance of meeting records
• Handle post-meeting filings and update relevant corporate records
• Manage the preparation and distribution of post-meeting communications to shareholders, board/Committee members and other attendees.
• Ensure compliance with all regulatory requirements and corporate governance best practices
• Attend corporate meetings:

• Lend simultaneous CoSec support during the meetings
• Extract relevant CoSec related tasks from the minutes and execute them
• Arrange and prepare annual filings:

• Ensure timely submission of regulatory filings
• Maintain filing calendars and track submission deadlines
• Prepare supporting documentation for annual general meetings
• Prepare, keep track of necessary corporate, regulatory and tax filings, annual financial statements, fund capital calls and distributions, audit processes, AML/KYC (anti-money laundering/know-your-customer) or AML/CFT (anti-money laundering/countering the financing of terrorism) processes.
• Prepare BRC forms
• Open bank accounts
• Daily contact with clients
• Proactively spot governance issues before they arise
• Manage corporate documentation for the incorporation and liquidation of companies
• Perform other various CoSec tasks (arranging files, emails, preparing documents, etc.).

Skills / experience:

• Degree/ Bachelor in law or similar
• Proficiency in English (C1 or C2 level)
• Must have 2 to 5 years post qualification experience as a paralegal
• Excellent attention to details to ensure the accuracy of the documents and correspondence
• Excellent drafting skills including drafting of agenda, resolutions, minutes, reports, agreements, etc.
• Ability to work under pressure and tight timelines, excellent time management and multi-tasking skills. Ability to follow instructions and procedures
• Result oriented, detail oriented, team player with ability to work effectively with minimum supervision, in a fast paced, complex and dynamic environment
• Good working knowledge of Word, Excel, Outlook with the ability to learn other relevant systems
• Relevant experience, preferably gained within the legal, financial, or administrative industry
• Team Player with excellent collaborative, analytical, problem solving and organisational skills
• Minute taking experience, preferably in a corporate or legal environment
• Strong interpersonal skills, including both verbal and non-verbal communication

What you will get in return:

• High visibility within a large organization on an upward trajectory
• Friendly work atmosphere and positive multi-international environment
• Opportunity to communicate with (native) English speaking colleagues and clients daily
• The chance to work for a rapidly developing company, one of the world’s leading independent fund administrators
• Opportunities for professional development
• Competitive market adjusted salary

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct souring model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.

Expected salary

Location

Valencia

Job date

Thu, 13 Feb 2025 07:12:57 GMT

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