Associate Executive – Secretarial at IQ-EQ

Port Louis, Port Louis, Mauritius -

Full Time

Start Date

Immediate

Expiry Date

19 Jan, 26

Salary

0.0

Posted On

21 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Focus, Effective Communication, Planning, Interpersonal Skills, Action Orientation, Attention to Detail, Collaboration, Organization, Proactivity, Relationship Building, Ownership

Industry

Financial Services

Description

Company Description We’re a leading Investor Services group offering end-to-end services in administration, accounting, reporting, regulatory and compliance needs of the investment sector worldwide. We employ a global workforce of 5,800+ people across 25 jurisdictions and have assets under administration (AUA) exceeding US$750 billion. We work with 13 of the world’s top-15 private equity firms. Our services are underpinned by a Group-wide commitment to ESG and best-in-class technology including a global data platform and innovative proprietary tools supported by in-house experts. Above all, what makes us different is our people. Operating as trusted partners to our clients, we deliver intelligent solutions through a combination of technical expertise and strong relationships based on deep client understanding. We’re driven by our Group purpose, to power people and possibilities. Job Description Responsibilities: The Associate is an entry-level role. The role holder combines both learning and delivering of Secretarial low-to-medium complex processes and all related activities (except the review). The work of the Associate will be reviewed by the Associate Manager and/or the Manager depending whether 6-eyes review or 4-eyes review is required. All work delivered need to be accurate, well-presented and meet quality standards: Tasks: Carry out the following tasks or assist the Senior Associate in/with the: preparation of annual meeting for companies. preparation of board packs; Appointment of Directors: seek approval including FSC approval where applicable; make fillings with ROC & FSC; update relevant registers and internal data management software (“Microgen 5Series”); notify all parties (banks/custodians/brokers) Resignation of Directors: draft resolution; make fillings with ROC & FSC ; update relevant registers and Microgen 5Series;; notify all parties (banks/custodians/brokers) Change in Company Secretary and complete relevant corporate actions as may be required Change in Auditors: receive resignation letter of resigning auditor or/and letter of engagement for new auditor; draft resolution/minutes for approval of change; prepare FSC approval/notification letter or notify any other relevant Stakeholder/Regulator of the change in auditors and update Microgen 5Series Change in bank signatories and mandate: Draft resolution for change in bank signatories, collate KYC/CDD and arrange for certification; prepare letter for notification to bank / custodian and Microgen 5Series; Ensure any relevant corporate actions as may be required for internet banking facilities. Change in registered office: Draft resolution for change in registered office, complete Form 21, prepare letter to ROC, copy FSC, and notification letter to relevant stakeholders i.e. banks / SEBI/ custodian / MRA and update Microgen 5Series; Application of current standing certificate; Application of certificate of good standing; Carry out AML & KYC/CDD checks on new directors, shareholders (up to beneficial owners), investors and investee companies and to escalate any gaps identified. Ensure that there is proper follow up on outstanding due diligence documents. Issue & redemption: draft all corporate actions document in order to process theissue and redemption of shares. Prepare the following tasks to be reviewed/approved by the Associate Manager and/orManager: Payment process: prepare payment instructions and checklist; check bankbalance; send instruction to bank and ensure payment is effected; send emailconfirmation to Associate Manager and/or Manager. Prepare Application or renewal TRC through Directors’ meeting or writtenresolution of directors, complete application form, payment, checklist and financerequisition form. For Issuance or transfer of shares, prepare the required form for approval by theDirectors and FSC (where applicable). Prepare supporting document for filing withrequired authorities. For share pledge and/or release of pledge, prepare correspondence and relevantstatutory form to ROC, FSC and Registrar General, then send to Principal forreview & sign off. Update register of Pledge/Charges. Upon confirmation from the Associate Manager, prepare the letter and gathersupporting document to process a resignation/appointment of an MLRO/DMLROincluding seeking FSC approval and board approval; Application for trademark registration or BRN. Assist in the preparation of Annual Administrators Report, assessment reports withregard to AML/CFT, Code of Business Conduct, National Code of CorporateGovernance Report, Business Risk Assessments, Client Risk Assessments orother required reports as may be put in place further to changes in regulations andfollow up on Directors’ approval. Carry out any AML-CFT function, which is required under the Laws andRegulations of Mauritius. Dissolution / initiate liquidation procedures To update any internal compliance/risk tools available e.g. SERR Review of Invoices generated for the companies administered in respective portfolio Application for renewal of FPI/FVCI licence (India) RBI & SEBI reporting for FVCI licence holders To provide assistance to Associate Manager/Manager on any inspection received from theRegulator. Perform other Secretarial related routine tasks including but not limited to securingsignatures of relevant signatories on documents, assisting the AssociateManager/Manager in special assignments & projects. Update the relevant systems (5Series) & reports where applicable. Update time sheets as required under the IQ EQ’s internal policies. Update planning information (BiLLy) and submit to Associate Manager / Manager. Flag client/service issues to Associate Manager / Manager before they become acomplaint. Ensure that all documentation/company’s records are duly scanned and saved on the document management software (“EazzyFiling”) and maintain on the Client’s File. Company’s physical files/documents are to be maintained in proper order in compacter/safe/filing cabinets. Ensure protection of information assets of IQ-EQ MU and to abide by the ISMS in place atIQ-EQ MU. Key competencies for position and level Customer focus Communicates effectively Plans and aligns Interpersonal savvy Action orientated Key behaviours we expect to see In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following: Accuracy Attention to detail Collaboration Organisation Proactivity Relationship building Taking ownership Deliverables (KPIs) On-time delivery Quality of work (errors or rework or complaints) % Personal chargeability Qualifications Education / professional qualifications Degree holder or partly qualified ICSA or ACCA Background experience 0 – 2 years’ experience Experience in a similar role would be an advantage Technical Experienced in basic corporate law Computer / program knowledge Competent at the basic level of MS Office Word and Excel Languages Fluent in English and French Additional Information OUR COMMITMENT TO YOU AND THE ENVIRONMENT Sustainability is integral to our strategy and operations. Our sustainability depends on us building and maintaining long-term relationships with all our stakeholders – including our employees, clients, and local communities – while also reducing our impact on our natural environment. There is always more we can, and should do, to improve – whether in relation to our people, our clients, our planet, or our governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. We’re committed to fostering an inclusive, equitable and diverse culture for our people, led by our Diversity, Equity, and Inclusion steering committee. Our learning and development programmes and systems (including PowerU and MyCampus) enable us to invest in growing our employees’ careers, while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues. We want to empower our 5,800+ employees - from 94 nationalities, across 25 countries - to each achieve their potential. Through IQ-EQ Launchpad we support women managers launching their first fund, in an environment where only 15% of all private equity and venture capital firms are gender balanced. We’re committed to growing relationships with our clients and supporting them in achieving their objectives. We understand that our clients’ sustainability and success leads to our sustainability and success. We’re emotionally invested in our clients right from the beginning.

Responsibilities

The Associate Executive – Secretarial is responsible for learning and delivering secretarial processes and related activities, ensuring accuracy and quality in all work. The role involves assisting in various corporate actions, documentation, and compliance tasks under the supervision of senior associates and managers.