Senior Associate – Corporate Secretarial

Role purpose

The Senior Associate – Corporate Secretarial (COE) will have responsibility (as part of a team in Mumbai, Ireland and Luxembourg) for the delivery of services (to include client management, scheduling meetings, requesting materials for meetings, preparing board packs, publishing board packs, attending board meetings, producing board minutes and/ or circular resolutions, participating in project work, circulating documents for review and execution, maintaining records, trackers and entity management systems and updating registers) to a client of the Waystone Group and underlying clients of that single client. This will include delivering KPIs and MI on a regular and consistent basis for management, detailed capacity monitoring and helping to drive procedures, policies and technology.

All employees are expected to demonstrate core competencies as outlined below. The role of Senior Associate has unique requirements and duties; however, these responsibilities are to be executed within the organization's framework of core values. It is expected all employees shall be high performing and self-motivated.

Summary of the role

The Senior Associate – Corporate Secretarial (COE) will have responsibility (as part of a team in Mumbai, Ireland and Luxembourg) for the delivery of services (to include client management, scheduling meetings, requesting materials for meetings, preparing board packs, publishing board packs, attending board meetings, producing board minutes and/ or circular resolutions, participating in project work, circulating documents for review and execution, maintaining records, trackers and entity management systems and updating registers) to a client of the Waystone Group and underlying clients of that single client. This will include delivering KPIs and MI on a regular and consistent basis for management, detailed capacity monitoring and helping to drive procedures, policies and technology.

Key Accountabilities

• Client service;
• Organise board and committee meetings;
• Schedule meetings;
• Request reports for inclusion in board papers;
• Prepare board papers, board meeting and/or shareholder meeting documentation;
• Prepare resolutions;
• Prepare Board minutes and action points;
• Take full responsibility for overall servicing, maintenance, and development of client relationships, taking on a portfolio of clients with complex structures as required;
• Assist in the compilation and preparation of management information as and when required;
• Assist with projects and the circulation of documents for approval and execution;
• Assist the Managers – Corporate Secretarial (COE) based in Mumbai and Luxembourg with the review of documentation prepared other within the teams, when required;
• Training others within Corporate Secretarial (COE) teams in Mumbai, Ireland and/or Luxembourg, if requested to do so;
• Display keen attention to detail and excellent communication skills;
• Ensure appropriate prioritisation of workload, identification of and escalation of scheduling conflicts and delays;
• Assist with inbox monitoring and task processing during team absences.
• Follow current Waystone policies and procedures as set out in the Employee Handbook;
• Liaise professionally and effectively with management, senior staff and team members in other locations and with fund service providers;
• Maintain and update corporate records (to include the use of Diligent Entities, SalesForce and Board Intelligence);
• Update registers and trackers; and
• Promote team building and communication within the organization to ensure cohesive approaches and organizational culture.
• Support recruitment efforts for the team;
• Contribute to invoicing and fee-related activities;
• Assist with, or in some instances, manage projects impacting team operations.

Experience & Personal Attributes

Requirements
The ideal candidate will have at least four years' company secretarial experience in the funds/financial sector and will be a qualified company secretary. The candidate will need specific knowledge of company secretarial work within Luxembourg. They will thrive in a fast-paced environment and should have experience supporting other team members. They should also have exceptional attention to detail and must be adept at building professional working relationships with senior management and team members.

Education

• Qualified CS.