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Senior Officer, Corporate Administration

Senior Officer, Corporate Administration

IQ-EQhyderabad, India
1 day ago
Job description

Job Description

Job Summary

  • To co-ordinate and execute day-to-day administrative and corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in accordance with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg) S.A
  • To ensure the continuing good standing of client companies by ensuring all company law and contractual requirements are complied with.
  • To handle various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
  • To build, develop and maintain partnerships with Operation teams in Luxembourg
  • To assist in performing review of core processes, complex ad hoc works, and all other client requirements, as needed.

Core Responsibilities

  • Responsible for the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg) S.A.
  • Acts as a point of contact for daily operations on complex clients
  • Assist with the audit process, Attend board and shareholders meetings
  • Finalise board minutes, prepare complex board packs
  • Review board minutes of more junior team members
  • Prepare and review RCS, RBO, UBO and other related documents
  • Review of bank account opening forms
  • Coordinate with the Lux FCS and Payment team on payments processing
  • Conduct transaction monitoring (TM), monitor / ensure TM are properly conducted for all payments
  • Conduct / review Compliance File Review (CFRs) of Client files
  • Assists on client onboarding processes.
  • Ensure prompt follow-up and timely execution of requests, in good quality, from the Lux FCS team
  • Coordinate deliverables for a sub-team of typically up to 3 more junior team members in working closely together with Assistant Manager
  • To be able to effectively communicate and relate with various stakeholders of the team.  Maintains and enhances relationships with the FCS team.
  • Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
  • Seeks knowledge and expertise for their own professional development.
  • Minimize risk to IQEQ by following all procedures, rules, laws, regulations and checklists.

    • Workflow Management

  • Ensures timesheets are completed daily and accurately filed for all hours worked.

    • Systems

  • Monitors and updates all deliverables via Navigator Flow in a timely manner, as needed.
  • Ensures filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
  • Monitor and ensure that Antrance is properly updated in line with internal guidelines
  • Understands and uses best practice on workflow platform / s.

    • Risks

  • Ensures relevant procedures and checklists are adhered to and completed to mitigate errors.
  • Acquires knowledge of risk factors and potential breach.

    • 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 :

  • Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders.
  • Courage - Stepping up to address difficult issues, saying what needs to be said.
  • Drives Results - Consistently achieving results, even under tough circumstances.
  • Optimises Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
  • Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
  • Decision Quality - Making good and timely decisions that keep the organisation moving forward.

    • Qualifications

    Qualifications and Experience Required for this Role

    Essential

    Education / professional qualifications

  • Holds a bachelor's degree in law or other similar degree and qualified CS
  • 6+ years in Corporate, Company or Fiscal law

    • Background experience

  • Conversant with corporate secretarial practices, especially in the areas of Funds and Special-Purpose Vehicles
  • Private equity / real estate markets experience; knowledge of different Fund structures and vehicles.

    • Technical

  • Actual work experience in the board governance and corporate secretarial functions, including preparation of board materials, attending / leading board meetings, acting as company secretary, drafting of complex minutes, filings with regulatory bodies, etc.

    • Computer / program knowledge

  • Experience in e-mail, word processing, Microsoft excel, presentation and video conferencing applications such as Microsoft Office.
  • Effective written and advance verbal communication skills.

    • Language

  • Fluency in English is mandatory

    • Desired

  • Experience working in Financial Services or Shared Services office environment.
  • Experience working in a multinational office environment.
  • Experience being a corporate secretary, paralegal, or other similar job, in other jurisdictions.
  • Being conversant with corporate secretarial practices, especially in the areas of funds and special-purpose vehicles is an advantage
  • Language - Fluency in French is an advantage
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