What you need to know
We are currently seeking a Company Secretarial Administrator for our financial services client, based in Dublin (hybrid working model available).
In this job, you will work in conjunction with other members of the corporate secretarial team and will provide a company secretarial service to the funds, management companies and other entities under administration.
The role is a 9-month contract with some possibility of extension.
Your new job
Key duties & responsibilities:
Minute Taking at Board Meetings including preparing action list, incorporating any changes or suggestions to the list, drafting minutes during the meeting and circulation within agreed timeline
Prepare and circulate board resolutions when required
Preparation of Agendas and Board Packs for Board Meetings
Draft agendas at least 28 days in advance of board meeting for review by the Relationship Manager or director
Request reports required for the board meeting at least 35 days in advance of the meeting
Follow up on the action points from the last board meeting with those allocated responsibility for them and ensure that they provide an update on the point
Arrangements for Board Meetings both in Ireland and abroad, including reserving meeting rooms, making lunch arrangements and booking travel arrangements where necessary
Annual Company Secretarial compliance for a varied portfolio of clients to include changes to directors, offices, company name, share capital etc.
Preparation and filing of Annual Returns and maintenance of Section 53 and 194 Registers
Holding of Annual General Meetings and Extraordinary General Meetings
Notifications to the Financial Regulator and Offshore Authorities
Filings with Companies Registration Office and Offshore Authorities
Performance of due diligence on company secretarial records for new funds/companies
Maintain Company Secretarial Records and update the database whenever any relevant changes occur
Share Transfers -ensure retention stock transfer forms and Declarations of Trust for all holders of subscriber shares for each company/fund and arrange for the transfer of a share when requested by client
To perform other company secretarial functions from time to time as may be required
Deal with queries and requests, on a day-to-day basis, from clients, auditors and staff
To 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
What are we looking for?
Previous minute taking or note taking experience would be a distinct advantage
Previous similar experience
Effective organisational skills, with the ability to prioritise tasks
Ability to work to deadlines
Ability to work on own initiative
Strong written communication skills with proven ability in the use of the English language
Ability to work as part of a team
Have an interest in pursuing a career in Company Secretarial
Please apply using a CV in Microsoft Word format, thank you.
Please note that due to the expected high volume of applications we can only reply to applicants suitable for the position. In the interest of protecting your data and informing you of your rights we will notify you should we retain your information by issuing an acknowledgement email and a request for consent where not already expressly given.