Company Secretary

at  Dechert LLP

We are looking for a Company Secretary Administrator to join our Dublin-based Company Secretarial team. This role provides Company Secretarial services to the Dublin Financial Services team, working closely with partners, associates and other professionals on funds-related matters. This is a busy client-facing role that will require a knowledgeable, confident professional who can deliver high quality work and outstanding client service.
Job Description
We are looking for a Company Secretary Administrator to join our Dublin-based Company Secretarial team. This role provides Company Secretarial services to the Dublin Financial Services team, working closely with partners, associates and other professionals on funds-related matters. This is a busy client-facing role that will require a knowledgeable, confident professional who can deliver high quality work and outstanding client service.
Summary of duties

Board Composition and Procedures

• Manage a portfolio of investment fund clients
• Establishing a summary of matters reserved for decision by the Board
• Scheduling meetings, assisting with the preparation of agendas, providing guidance on board paper content, ensuring timely delivery of papers; recording board decisions clearly and accurately, pursuing follow up actions and reporting on matters arising
• Ensuring board committees are consulted in compliance with relevant legislation, regulation and guidance

Board Information, Development and Relationships

• Facilitating good information flows between board members and fostering effective working between executive and non-executive directors
• Developing a proactive relationship with board members, providing a source of information and advice, and acting as the primary point of contact with non-executive directors
• Helping develop and support board performance evaluations as necessary
• Liaising with service providers - Administrator, Custody, Investment Manager, Marketing, Lawyers, MLRO and Auditor reports with expected dates of reports / materials for board packs and follow up as necessary
• Engage with external company secretaries

Compliance and Internal Control

• Maintain statutory registers and minute books
• Appointed System Administrator for the Central Bank’s online system
• Provide all documents necessary to auditors for year-end accounts
• File CRO forms and relevant documents in timely manner
• Prepare and file annual returns in a timely manner (management companies)
• Organise execution of documents in between board meetings
• Arranging notary, apostilling and consularisation of applicable documents between meetings
• Drafting share certificates and arranging execution of same
• Maintenance of KYC documents, directorship logs and required fitness and probity information
• Carry out quarterly internal audits of files to ensure all in order
• Maintenance of office-wide calendar (electronic and wall mounted) – ensure no scheduling conflicts, room tracker conflicts etc.
• Prepare draft template agenda based on financial year end for all files (example: 31/12 year end – interim accounts approved at February meeting, annual accounts, FDI report and updated /KIID approved at October meeting)

Mentoring Junior Staff Members

• Assisting and mentoring junior staff member and the team’s administrative assistant

Relationship with Shareholders

• Managing the convening and conduct of the AGM and any EGMs together with ancillary documentation such as resolutions, proxy forms and shareholder circulars

Disclosure and Reporting

• Ensuring that the necessary disclosures on corporate governance and the workings of the board and its committees are included in the annual report
• Ensuring that the requisite types of governance information are made available

Directors Duties

• Implementing procedures to help directors discharge their statutory and regulatory duties as contained in legislation, regulation, guidance and fund documentation including without limitation the relevant prospectus, business plan and risk management documentation
• Keep abreast of relevant legislative, regulatory and governance developments and ensure that the team and boards are briefed on the same
• Ensure that all relevant legislation, regulation and corporate governance codes guidance is adhered to by the team and relevant boards including the Corporate Governance Code for Collective Investment Schemes and Management Companies

Organisation

• Draft meeting agendas – soliciting and collating comments
• Prepare execution copies of documents/agreements to be signed at meeting under seal or otherwise
• Manage CORE account
• Prepare engagement letters for new clients

Any other ad hoc requests or project work as reasonably requested.

Knowledge, skills and abilities

• English fluency at native or bilingual level
• Excellent interpersonal and organisational skills
• High attention to detail and ability to multi-task
• Ability to prioritise and coordinate work
• Ability to maintain confidential information
• Ability to complete assignments within agreed deadlines by prioritising workload
• Ability and willingness to learn new skills as they become necessary
• Practice and foster an atmosphere of teamwork and cooperation
• Excellent computer skills (preparing pdf board packs, typing detailed minutes etc)
• Applies highest standards of integrity, honesty and ethics in dealings with others
• Emotionally intelligent

Education and Experience

• Must be ICSA qualified and have at least 3 years experience, preferably gained within a law firm.
• Exposure to Investment Funds preferable

Dechert
Dechert is a global law firm, focused on sectors with the greatest complexities, legal intricacies and highest regulatory demands, we excel in delivering practical commercial judgment and deep legal expertise for high-stakes matters.
We value openness, communication, integrity and honesty, thriving on the individual and collaborative efforts that are essential to producing excellent results.
At Dechert, we are committed to attracting a diverse group of highly talented individuals from all sources, regardless of background. We seek to hire men and women with sharp minds, a passion for learning and the skills to deliver a level of client service that is distinctively Dechert.
Dechert is committed to ensuring equal employment opportunity and non-discrimination. We are proud of our Firm and want everyone to feel welcome with an equal opportunity to excel. Thank you for your interest in Dechert.
Additional Job Description
Location(s)
Dublin, Ireland
Time Type
Full time
Dechert LLP is committed to ensuring equal employment opportunity and non-discrimination. The Firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual’s race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law

• Implementing procedures to help directors discharge their statutory and regulatory duties as contained in legislation, regulation, guidance and fund documentation including without limitation the relevant prospectus, business plan and risk management documentation
• Keep abreast of relevant legislative, regulatory and governance developments and ensure that the team and boards are briefed on the same
• Ensure that all relevant legislation, regulation and corporate governance codes guidance is adhered to by the team and relevant boards including the Corporate Governance Code for Collective Investment Schemes and Management Companie