COMPANY SECRETARIAL SKILLS

The Administrator will undertake company secretarial tasks to ensure that good corporate governance is maintained:

• All board meetings are held in accordance with the constitutional documents and local regulation
• Minutes of meetings are prepared and executed as a true record of the business discussed
• Written resolutions of the directors are prepared in accordance with constitution documents and local regulation
• Maintenance of share registers, directors and secretarial registers in accordance with regulatory SAS 70 or similar controls, plus all related activities surrounding these areas
• Timely filings following formation of new companies
• Follow up actions / decisions made by directors in board meetings and all resolutions are followed through, and that the directors are updated on any area of the constitutional documents that they need to be aware of

KEY REQUIREMENTS

• Strong organisational and time management skills are essential
• Ability to work within a team and be willing to support other client teams during periods of high activity
• Company Secretarial, Private Equity Fund Administration and Cash Management Experience
• Familiar with regulatory KYC requirements
• Ability to use initiative and work independently
• Excellent communication and client relationship skills
• At least ‘A’ level standard or equivalent and will be preferably studying towards ICSA Professional or similar, or willing to study for a relevant professional qualification
• A Degree qualification is not essential for the role but will be regarded as a benefit
• Ideally 2+ years of private equity/trust and company experience, company secretarial and cash management experience would be an advantage.

DISCOVER THE ROLE

The Administrator will be responsible for servicing existing client funds to a high standard. As such they will develop a good understanding of the fund structures including a high level of knowledge of the investments and investors of each fund. They will work closely with the Manager responsible for the fund(s) that they are assigned to. They will often (but not always) be supported by a Trainee Administrator, and they will be expected to support the development of such trainees.
They will act as the main contact for in-house teams and correspond regularly with the client and their investors, or advisors.

The Administrator will undertake tasks to ensure that:

• Payments are processed accurately and in a timely manner
• The Investor Services Team is provided with the necessary documentation or information in a timely manner that allows them to complete calls/distributions and register maintenance tasks or the delivery of notice requests
• To be responsible for the management of bank accounts and that daily reconciliations are performed in accordance with internal controls
• Bookkeepers and accountants are provided with the necessary documentation (Cash and non-cash transactions) and support to allow them to complete the bookkeeping in a timely and efficient manner
• Treasury systems are used to place fixed, or FX deposits and the Administrator will liaise with the Treasury department as required
• The client is liaised with in a prompt, efficient and professional manner
• Responsibility for production and maintenance of up-to-date client fund structure synopsis, client presentations, client contact sheets and team records/files
• Regular risk assessments of the fund structure in accordance with group procedure
• Ensuring that actions agreed at team Customer Relationship Management Review Meetings are implemented in a timely and professional manner
• That the client relationship is managed in accordance with any Service Level Plan that has been agreed with the clien

The Administrator will undertake company secretarial tasks to ensure that good corporate governance is maintained:

• All board meetings are held in accordance with the constitutional documents and local regulation
• Minutes of meetings are prepared and executed as a true record of the business discussed
• Written resolutions of the directors are prepared in accordance with constitution documents and local regulation
• Maintenance of share registers, directors and secretarial registers in accordance with regulatory SAS 70 or similar controls, plus all related activities surrounding these areas
• Timely filings following formation of new companies
• Follow up actions / decisions made by directors in board meetings and all resolutions are followed through, and that the directors are updated on any area of the constitutional documents that they need to be aware o