Assistant Manager, Corporate Administration

Job Summary

• Assists the Manager in the management and oversight of a service delivery team handling the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), by providing guidance and leadership to the Indian CoSec Team
• Assist the Manager of the team in leading, organizing, coordinating, developing, monitoring the performance, delegates tasks and responsibilities to their direct reports and their team members (skip level), as needed.
• To facilitate and assist various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
• Assists the Manager – Fund Corporate in performing review of core processes, complex ad hoc works, and all other client requirements, as needed. 
• Concentrates in engaging and developing teams and individuals. 
• Provides consistent feedback on quality, accuracy and timeliness of outputs made by the Indian Cosec teams
• Assist the Manager in monitoring overall teams' results and performance based on the KPIs as agreed with the Lux Fund CS & Cosec team (ex. Quality, Timeliness, Issue Log, Increased Productivity, among others). 
• Initiates and facilitates meetings to address overall teams' performance and develop/coach non-performing individuals.

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.
• Monitors the timely, accurate and quality deliverables of the Indian Cosec teams, and intervene, as necessary.
• Provides guidance and coaching to the team in both technical and more on the non-technical aspects of their role. 
• Initiates the development of the technical competencies of their teams by providing feedback on their deliverables and endorsing them to the appropriate learning & development activities
• Monitors and provides support to cluster counterparts escalations and involves the relevant stakeholders.
• Monitors the agreed timelines of deliverables with the cluster counterparts and provides support for escalations to ensure that their teams carry out the work, as agreed.
• To be able to effectively communicate and relate with various stakeholders of the team.  Maintains and enhances relationships through crucial conversations.
• Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
• Seeks knowledge and expertise for their own professional development.
• Monitors that all client cluster requirements are thoroughly being reviewed and follows standards.
• Minimize risk to IQEQ by ensuring all procedures, rules, laws, regulations and checklists are followed.

Tasks & Duties

Cluster Client Delivery

• Acquires functional knowledge and understanding of the clients' agreements, Scope of Work (SOW), SLA's and other necessary information needed to review and/or prepare deliverables.
• Monitors if the Indian Cosec team has the needed information, data and supporting documents are received for the review/preparation of the needed deliverables. Addresses and escalates issues, as required.
• Monitors the consistency and quality of the deliverables within the agreed timeframes of the teams. 
• Provides support (for timelines) and address issues (for quality), as needed.
• Monitors and communicates the review comments of the team and then follows up to address pending comments for preparers, as needed.
• Research and validates the interpretation of the requirements of the client.
• Assist in preparing reports on compliance cases with root cause information, corrective action, and preventive measures in a timely manner. 
• Assist in enforcing process standards across the teams.
• Ensure the client database and all other reports are up to date and accurate
• Assist in tracking and reporting KPIs as agreed with the Lux Fund CS & Cosec team.

Staff managerial responsibilities

• Recruit, train, appraise, coach and discipline staff
• Give feedback to staff
• Ensure staff adheres to policies and procedures
• Develop goals and personal growth plans for staff
• Plan work assignments and workload

Workflow Management

• Ensures timesheets are completed daily and accurately filed for all hours worked.
• Reviews and approves timesheets of their team and ensures they are completed daily and accurately filed for all hours worked in a timely manner.
• Reviews and pre-approves filed overtime of their team.
• Analyses and proactively manages team capacity deliverables by allocating needed resources/support.

Systems

• Setups, monitors and updates, and monitors/ensure completeness and accuracy of all deliverables via Navigator Flow in a timely manner, as needed.
• Monitor and ensure filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
• Understands and uses best practice on workflow platform/s.
• Understands and becomes knowledgeable on how to generate reports using reporting platform/s.

Risks

• Monitors relevant procedures and checklists are adhered to and completed to mitigate errors.
• Monitors reported breaches, complaints or errors to appropriate authorities are acted upon in a timely manner.
• 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.
• Develops Talent - Developing people to meet both their career goals and the organisation's goals.
• 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.
• Persuades - Using compelling arguments to gain the support and commitment of others.
• Builds Effective Teams - Building strong-identity teams that apply their diverse skills and perspectives to achieve common goals.
• Business Insight - Applying knowledge of business and the marketplace to advance the organisation's goals.
• 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.
• Directs Work - Providing direction, delegating, and removing obstacles to get work done.

Qualifications and Experience Required for this Role

Essential

Education / professional qualifications

• Holds a bachelor's degree in law or other similar degree and qualified Chartered Secretary
• 8+ years of exp

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.
• Experience with managing service operations and client deliverables.
• Experience in managing staff and/or conducting appraisals.

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.

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