Senior Administrator – Company Secretary

The role holder will contribute to the team, providing administrative and company secretarial support for service delivery to UK listed funds and fund and SPV structures under the supervision of the line manager. You will develop and demonstrate a clear understanding of each client’s portfolio, including risk awareness, relationship management and contractual and statutory obligations.

You will be responsible for all aspects of Company Secretarial and Corporate Governance support including arrangements for and attendance at board, committee and shareholder meetings, preparing and filing documentation in relation to regulatory compliance and statutory returns, quarterly corporate governance reporting to Boards, regulatory announcements and market abuse compliance. There will also be the opportunity to provide support to special projects such as preparation of the corporate governance section of the annual report and accounts, corporate actions and initial public offerings (IPOs).

The role will require the employee to understand company structures and listed fund structures, the principles of corporate governance and compliance and apply these principles as transactions arise.

This role provides an opportunity gain in depth knowledge and experience of listed funds within a large dynamic, friendly and supportive team. Support with the CGI qualifying programme will also be provided.

Main responsibilities and duties

• Administer and monitor a varied client portfolio with an emphasis on UK listed Investment Trusts within the timescales set and agreed, investigating and suggesting enhancements where necessary, ensuring timely and effective client care.
• Understand the relevant legislation and ensuring that all activities undertaken meet legislative requirements.
• Attend and minute board, committee and shareholder meetings, travelling to client locations as required.
• Draft board papers, assemble board packs and ensure distribution to client boards.
• Provide review and comment on corporate documentation as required by the client and in conjunction with other advisors.
• Assist with the drafting and review of the corporate governance section of annual and bi-annual reports in conjunction with fund accountants and advisors.
• Draft other company materials including announcements and statutory filings, as appropriate.
• Review client structures, complete review processes for client entities, remain aware of risk exposure, including the fulfilment of responsibilities under the review procedures.
• Review legal advice where appropriate and be able to interpret /implement relevant advice as required.
• Maintain accurate and up to date records of client entities, ensuring all statutory obligations are complied with.
• Assist and support junior members of the team within the business.
• Keep clients’ records up to date and ensure all statutory registers are maintained.
• Receive, monitor and keep up to date with constitutional, regulatory and listing requirements as applicable to individual clients.
• Take responsibility for various other aspects of our service offering, keeping up to date with best practice and helping disseminate the same to the wider team, undertaking office administration including billing and project work, as appropriate.
• Deal with correspondence, the collating of relevant information and writing of reports, ensuring decisions made or action points agreed are communicated to the relevant parties and completed within timescales set and agreed.
• Provide contribution to meeting discussions, as and when required.
• Liaising with external regulators and advisers, such as investment managers, lawyers and auditors.
• Assist with the production, where necessary, of relevant policies and procedures including the development of a knowledge bank.
• Manage own billing and cash collection / debtors process, have an awareness of recoverability and work in an efficient manner so as to minimise write-offs.
• Remain aware of the obligations for the reporting of unusual transactions and act as a guide to the Department in this respect.
• Adhere to Risk & Associate Compliance procedures in relation to regulatory requirements and AML legislation.
• Adhere to CPD requirements in accordance with qualification level and in-house procedures.
• Adhere to the JTC core values and expected behaviours.
• Any other duties as deemed necessary by Management.

Essential requirements

• Part qualified or qualified CGI.
• Educated to degree level (or equivalent).
• Experience of attending and minuting Board and Committee meetings.
• Good organisational and planning capability.
• Demonstrates initiative.
• Proactive approach.
• Communication skills (both verbal and written).