Description 

• We are seeking a detail-oriented Senior Administrator to join our Governance / Company Secretarial team. In this role, you will be responsible for providing high-quality administration and company secretarial services to a dedicated client portfolio, ensuring full compliance with all relevant statutory obligations. 
• As a Senior Administrator, you will also serve as a key support to junior team members, offering daily guidance, mentoring, and on-the-job training.
• You will act as a first reviewer of outputs, support the Assistant Manager in delivering operational excellence, and play an active role in meeting internal performance goals and client service standards. 

Job specification  

Client Governance & Meeting Administration 

• Coordinate the full board and committee meeting cycle: scheduling, agenda drafting, board pack collation, meeting attendance, and minute finalisation. 
• Ensure meeting action items are completed and documented timeously. 
• Maintain and update corporate calendars and action point logs for allocated clients. 
• Ensure minutes are signed within required timelines and distributed accordingly. 

Minute Drafting & Review 

• Draft clear, accurate, and concise minutes that capture discussions and decisions. 
• Act as first reviewer of minutes prepared by team members, providing constructive feedback and ensuring alignment with client and internal standards. 
• Conduct self-review of your own drafted minutes prior to escalation for second-level review. 

Statutory Compliance & Record-Keeping 

• Monitor and manage statutory filing requirements in line with relevant legislation and internal deadlines. 
• Maintain accurate and up-to-date statutory records (Registers of Members, Directors, etc.). 
• Draft and submit corporate documentation to regulatory bodies as required. 
• Ensure corporate data integrity through diligent record-keeping and system maintenance. 

Client & Stakeholder Engagement 

• Act as the first point of contact for client-related governance queries within your portfolio. 
• Foster strong working relationships with clients, legal advisors, and internal teams including the Luxembourg office. 
• Liaise with Transfer Agents and ensure timely submission of documentation for regulatory deadlines. 

Team Leadership & Mentoring 

• Provide day-to-day guidance, mentorship, and support to Administrators and new joiners. 
• Lead training sessions on governance, compliance processes, and best practices as agreed with the Assistant Manager. 
• Oversee team workload coverage, especially during leave periods or peak deadlines, and support weekly team planning. 

Operational Efficiency & Contribution to Organisational Goals 

• Actively contribute to continuous improvement by identifying and helping implement process efficiencies. 
• Align with company-wide objectives, including data excellence, service delivery, and positive culture building. 
• Uphold the company’s service standards, KPIs, and internal SLA expectations. 
• Promote a positive and solutions-driven team culture by encouraging open communication and collaboration. 

​​​​​​​Skills Required: 

• Minimum 3 years’ experience in a full Company Secretarial or governance-related role. 
• Strong working knowledge of corporate law, regulatory filings, and board governance processes. 
• Experience working with clients across multiple jurisdictions (e.g., Luxembourg) is advantageous. 
• Proficiency with minute-taking, corporate calendars, and governance documentation tools. 
• Experience with workflow tracking platforms is a advantageous. 
• Strong technical knowledge of governance and statutory compliance. 
• Exceptional attention to detail and ability to self-review work. 
• Excellent verbal and written communication skills. 
• Ability to work independently while contributing to a wider team. 
• Proactive problem-solver with a solution-oriented mindset. 
• Proven time management and organisational skills. 
• Strong interpersonal skills with the ability to build relationships with clients and internal stakeholders.