Senior Officer - Corporate Secretarial

This is an exciting opportunity to become a key member of our team and to participate in the growth of the Corporate Administration function. The role reports to the Manager in charge of reporting activities in the Reporting team.  

What you’ll be doing

• Draft and Review Key Documentation: Prepare and review moderately complex minutes, agreements, and resolutions for a diverse portfolio of clients, ensuring accuracy and compliance with legal standards.
• Coordinate Administrative Formalities: Manage the administrative and legal formalities for medium to complex client portfolios, working with minimal supervision but escalating more complex issues to senior staff.
• Assist with High-Level Meeting Organization: Participate in the preparation of board and general meetings, including drafting necessary documentation such as minutes, proxies, and convening notices, while assisting with more intricate governance processes.
• Oversee Document Execution and Timely Submission: Coordinate signatures for transaction documents and ensure all filings are submitted within deadlines, working in collaboration with the senior team to maintain compliance.
• Manage a Portfolio of Companies: Take responsibility for the day-to-day management of a client portfolio, ensuring that corporate governance requirements are met throughout the lifecycle of the companies.
• Compliance and Filing Support: Assist with the filing of documents and retrieval of extracts with the RBE and RCS, ensuring adherence to compliance standards.
• Mentor Less Experienced Team Members: Provide guidance to junior team members on tasks such as document preparation and client communication, helping them to grow their skills.
• Provide Client and Internal Support: Act as a point of contact for clients and internal teams, providing accurate information in a timely manner and escalating complex issues when necessary.
• Contribute to Process Improvements: Identify opportunities for improving efficiency within the team, supporting the implementation of best practices under the guidance of senior team members.
• Handle Additional Responsibilities: Take on more advanced administrative tasks and provide support for higher-level projects as assigned.

The ideal background for this role:

• Bachelor of Laws degree.
• Strong knowledge of Luxembourg corporate laws and regulations.
• Excellent interpersonal and communication skills, with the ability to work autonomously and as part of a team.
• Organizational and problem-solving skills, with the ability to prioritize tasks effectively.
• Fluent in English (verbal and written); additional languages, such as French, are a plus.
• Competency in Microsoft Word, Excel, and Outlook.
• 3-5 years of experience in corporate administration or legal compliance, ideally within the Luxembourg fund management sector.
• Experience in managing a moderate-to-complex client portfolio and contributing to the preparation and execution of corporate documents.
• Proven ability to mentor junior team members and ensure the quality of deliverables in a fast-paced environment.
• Demonstrated attention to detail and commitment to compliance with internal and regulatory standards.

  Role Location/Hybrid Schedule

This role is based in our Luxembourg office. Although the nature of most of the roles within Gen II cannot be classed as totally flexible, there is scope in some cases for a form of Agile Working. The different ways in which Agile Working can be undertaken is dependent on the demands and needs of the business, the office space available and the individual’s preferences and circumstances.