Officer 2, Corporate Administration

Company Description ABOUT IQ-EQ We re a leading Investor Services group offering end-to-end services in administration accounting reporting regulatory and compliance needs of the investment sector worldwide We employ a global workforce of 5 800 people across 25 jurisdictions and have assets under administration AUA exceeding US 750 billion We work with 13 of the world s top 15 private equity firms Our services are underpinned by a Group-wide commitment to ESG and best-in-class technology including a global data platform and innovative proprietary tools supported by in-house experts Above all what makes us different is our people Operating as trusted partners to our clients we deliver intelligent solutions through a combination of technical expertise and strong relationships based on deep client understanding We re driven by our Group purpose to power people and possibilities 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 Core Responsibilities 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 Workflow Management Ensures timesheets are completed daily and accurately filed for all hours worked Systems 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 Risks Ensures relevant procedures and checklists are adhered to and completed to mitigate errors Acquires knowledge of risk factors and potential breach Key behaviours we expect to see In addition to demonstrating our Group Values Authentic Bold and Collaborative the role holder will be expected to demonstrate the following 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 Qualifications Qualifications and Experience Required for this Role Essential Education professional qualifications Holds a bachelor s degree in law and semi qualified CS 2 years in Corporate Company or Fiscal law Background experience 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 Technical 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 Computer program knowledge Experience in e-mail word processing Microsoft excel presentation and video conferencing applications such as Microsoft Office Effective written and advance verbal communication skills Language Fluency in English is mandatory Desired 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 Additional Information OUR COMMITMENT TO YOU AND THE ENVIRONMENT As a forward-looking business sustainability is integral to our strategy and operations Our sustainability depends on us building and maintaining meaningful long-term relationships with all our stakeholders - including our employees clients and local communities - while also reducing our impact on our natural environment There is always more we can and should do to improve - whether in relation to our people our clients our planet or our governance Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape We re committed to fostering an inclusive equitable and diverse culture for our people led by our Diversity Equity and Inclusion steering committee Our learning and development programmes and systems including PowerU and MyCampus enable us to invest in growing our employees careers while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues We want to empower our 5 500 employees - from 94 nationalities speaking 41 languages across 25 countries - to each achieve their potential Through IQ-EQ Launchpad we support female managers launching their first fund in an environment where only 15 of all private equity and venture capital firms are gender balanced We re committed to growing long-term relationships with our clients and supporting them in achieving their objectives We understand that our clients sustainability and success leads to our sustainability and success We re emotionally invested in our clients right from the beginning