Senior Officer Corporate Administration

Job Description

Job Summary

• To co-ordinate and execute day-to-day administrative and corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in accordance with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg) S.A
• To ensure the continuing good standing of client companies by ensuring all company law and contractual requirements are complied with.
• To handle various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
• To build, develop and maintain partnerships with Operation teams in Luxembourg
• To assist in performing review of core processes, complex ad hoc works, and all other client requirements, as needed.
  
  

• Responsible for the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg) S.A.
• Acts as a point of contact for daily operations on complex clients
• Assist with the audit process, Attend board and shareholders meetings
• Finalise board minutes, prepare complex board packs
• Review board minutes of more junior team members
• Prepare and review RCS, RBO, UBO and other related documents
• Review of bank account opening forms
• Coordinate with the Lux FCS and Payment team on payments processing
• Conduct transaction monitoring (TM), monitor/ensure TM are properly conducted for all payments
• Conduct/review Compliance File Review (CFRs) of Client files
• Assists on client onboarding processes.
• Ensure prompt follow-up and timely execution of requests, in good quality, from the Lux FCS team
• Coordinate deliverables for a sub-team of typically up to 3 more junior team members in working closely together with Assistant Manager
• To be able to effectively communicate and relate with various stakeholders of the team. Maintains and enhances relationships with the FCS team.
• Acquire knowledge to become specialists of their designated clients requirements and deliverables.
• Seeks knowledge and expertise for their own professional development.
• Minimize risk to IQEQ by following all procedures, rules, laws, regulations and checklists.
  
  

• Ensures timesheets are completed daily and accurately filed for all hours worked.
  
  

• Monitors and updates all deliverables via Navigator Flow in a timely manner, as needed.
• Ensures filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
• Monitor and ensure that Antrance is properly updated in line with internal guidelines
• Understands and uses best practice on workflow platform/s.
  
  

• Ensures relevant procedures and checklists are adhered to and completed to mitigate errors.
• Acquires knowledge of risk factors and potential breach.
  
  

• Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders.
• Courage - Stepping up to address difficult issues, saying what needs to be said.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Optimises Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Decision Quality - Making good and timely decisions that keep the organisation moving forward.
  
  

• Holds a bachelors degree in law or other similar degree and qualified CS
• 6+ years in Corporate, Company or Fiscal law
  
  

• Conversant with corporate secretarial practices, especially in the areas of Funds and Special-Purpose Vehicles
• Private equity / real estate markets experience; knowledge of different Fund structures and vehicles.
  
  

• Actual work experience in the board governance and corporate secretarial functions, including preparation of board materials, attending/leading board meetings, acting as company secretary, drafting of complex minutes, filings with regulatory bodies, etc.
  
  

• Experience in e-mail, word processing, Microsoft excel, presentation and video conferencing applications such as Microsoft Office.
• Effective written and advance verbal communication skills.
  
  

• Fluency in English is mandatory
  
  

• Experience working in Financial Services or Shared Services office environment.
• Experience working in a multinational office environment.
• Experience being a corporate secretary, paralegal, or other similar job, in other jurisdictions.
• Being conversant with corporate secretarial practices, especially in the areas of funds and special-purpose vehicles is an advantage
• Language - Fluency in French is an advantage