Company Secretarial Administrator

Posted 19 May 2022
Job type Contract/temporary
DisciplineFinancial Services
Contact NameRena Weld

Job description

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.

By applying, you are giving consent for Matrix Recruitment to contact you about this job. We collect your data for recruitment purposes only and will retain it for the duration required as outlined in our privacy policy. All CVs are kept confidential and will not be submitted to any clients without your knowledge and consent.

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.