Senior Administrator - Company Secretarial

Fund services | Corporate | Capital markets | Private client | Regulatory & Compliance 

We help clients succeed by unlocking new value through expertise, trust and scale. We deliver solutions that solve complex challenges faced by asset managers, financial institutions, corporates, high net-worth individuals and family offices.

We’re a trusted partner to over 8,000 clients globally. We are proud to have long-lasting partnerships with our clients. With more than 1,800 colleagues, we operate across 20+ countries, our scale enables us to support our clients globally and locally, providing a seamless client experience across borders and service lines.

Purpose of the Job

Responsible for providing company secretarial services to a portfolio of clients of Ocorian Fund Services (Jersey) Limited.  The role will include providing company secretarial services to existing and prospective new funds, ensuring the compliance with corporate governance codes, principles of best practice and company secretarial procedures.  The role will also involve undertaking work on behalf of other operating companies, particularly in respect of Jersey registry, regulatory and listing filings.

Main Responsibilities

• To liaise with Board members and other relevant stakeholders on all Company Secretarial.
• To manage the timely preparation of agendas, action points and minutes arising from each meeting.
• To ensure adherence to good Corporate Governance principles concerning all company secretarial matters.
• To make stock exchange announcements as and when required. 
• To co-ordinate the preparation of board packs and their timely circulation and dispatch in conjunction with the fund administration teams.
• To ensure good levels of communication with client teams (all levels of staff).
• To prepare notices, proxies and other supporting documents for General Meetings, including liaison with relevant legal advisors.
• To ensure the timely dispatch and collation of proxies where the client entity does not use an external registrar and liaise with the relevant administration team to ensure a quorum is obtained.
• To liaise with external Registrars in respect of the collation of proxies for relevant client entities.
• To ensure that statutory and regulatory filings and payment of relevant fees are completed within statutory time frames.
• To ensure that databases and Document Management Systems are maintained in accordance with agreed procedures.
• To maintain the Company Secretarial Meeting Planner and Calendar.
• To assist in co-ordinating Company Secretarial aspects of new client take-on procedures.
• To ensure that the funds meet their on-going statutory and regulatory requirements / continuing obligations.
• To provide other related support services as and when required.
• To provide company secretarial support for the set-up of corporate entities and LP’s in various jurisdictions as well as maintaining company records, share and registrar functions and system maintenance.

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Knowledge, Skills & Experience

• At least 2-5 years’ experience working in administration role with company secretarial responsibility included. 
• ICSA /STEP or equivalent qualification (or advanced training toward these qualifications) would be an advantage.
• Good experience of writing concise and accurate minutes.
• The ability to work under pressure and to tight deadlines.
• The ability to gain a good knowledge and awareness of the professional services provided by Ocorian.
• Very good working knowledge of Microsoft Office, particularly Word, Excel, Adobe, Outlook and other software packages including, Board Intelligence and Virtual Boardroom.
• Excellent communication skills and the ability to work well within a team as well as on own initiative.
• The ability to keep clear and concise records and to add value to the Company Secretarial role.
• Motivated, efficient and well organised.

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are CLIENT CENTRIC – Clients are at the centre of our world, and we’re committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS – We aim high. We think and act globally, seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE – We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple, efficient and effective.
• We are COLLABORATIVE – With a curious mindset, we ask the right questions to get to the right solution, for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL – We behave with integrity at all times and assume positive intent, building trust through responsible actions and honest relationships.

Equal Opportunities for Everyone

Please let us know if there’s anything we can do to make the process easier for you. You can reach us at [email protected].

We’re an equal opportunity employer. All applicants will be considered for employment without attention to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, or veteran, neurodiversity or disability status.