Senior Administrator - Corporate Secretarial

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Company Secretarial - Senior Associate  

Role Location: Guernsey, Channel Islands

Department: Fund Administration

Employment Type: Permanent, Full Time

The Role & Key Responsibilities:

Supporting the Team Manager in ensuring the efficiency of the section and that all processes undertaken are in line with the Company’s procedures. Acting as a guide for junior members of staff within the team (both local and Centre of Excellence) and executing the duties of the role diligently and professionally. Building friendly and interpersonal relationships at all levels and undertaking responsibility for a portfolio of the Company’s clients.

A sound base knowledge of Company Secretarial tasks with an ability to apply the relevant regulations and rules associated with Apex’s business activities is required.

• All work undertaken complies with relevant fund and corporate documentation and relevant regulatory requirements and anti-money laundering regulations.
• Follow Company procedure at all times.
• Promote excellent relationships with clients of the Company.
• Help to build effective relationships between individual team members.
• To provide cover to other sections in times of need.
• Assist in controlling and co-ordinating own workloads and workloads of others in the section.
• Assist with the day-to-day work and training of more junior team members both locally and in Centres of Excellence.
• Assist with overseeing quality and control and meeting time deadlines.
• Ensure work is undertaken in accordance with the Company’s procedures and checklists and meets deadlines.
• Assist in ensuring all outgoing correspondence and presentation of work is of the highest standard.
• Liaise confidently and knowledgably with clients
• Liaise with key personnel in client groups to ensure that all Company Secretarial related operational issues are communicated effectively.
• Assist with ensuring all client requests are responded to effectively.
• Communicate any client related issues of concern to the section’s Line Manager.
• Attend and participate actively in regular team meetings.
• Make positive suggestions as to how effective changes can be made to improve the procession of workflow.
• May act as a Signatory.

• Understand, assist, and execute delegated elements of new business processes.
• Ensure maintenance of relevant statutory, regulatory and governance knowledge that may impact Apex and its clients and disseminate relevant updates to non-executive directors and clients when appropriate.
• Assist the clients’ Boards of Directors on corporate governance matters
• Provide assistance in ensuring that the client’s policies, procedures, and corporate documents are updated in line with relevant regulatory or statutory changes
• Co-ordinate and arrange board meetings of General Partners of funds, listed companies, and other companies and ensure that all AGM’s, proxies, and notices are dispatched in a timely manner.
• Maintain quality and control of processes and meet deadlines for meetings.
• Attend board meetings, assist with taking of minutes and presentation of reports.
• Assist with the smooth running of the Company Secretarial elements of the Investment, and Call and Distribution process, including preparation for board meetings and minutes.
• Attend internal meetings organised with relevant personnel to establish the required tasks and deadlines to be undertaken internally, once investment recommendations have been received
• Assist with maintaining on-going review and updating of company secretarial and corporate services procedures for the team
• Ensure the compliance monitoring of the Funds are adhered to by less experienced staff at all times.

Skills Required:

• Proactive approach to problem solving
• A confident manner and the ability to communicate with clients effectively
• A flexible approach to work and good time management skills
• A strong team player with a commitment to deliver outstanding client service
• An ability to work on own initiative and demonstrate leadership and supervisory skills towards less experienced staff.
• An ability to work under pressure.
• Strong IT skills
• Target Professional Qualifications – ICSA, IDFA, AAT, CAT or similar

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.