Company Secretary Administrator at TMF Group

Key Responsibilities

The primary focus of the role will be:

• Support the Administration teams in the use of Board Intelligence for Board Pack Preparation and document retention, and oversee user access rights
• Board/ Shareholder meeting attendance / Board communication as required
• Scheduled and Ad hoc Board / Shareholders / Managers / unit holder / committee meetings - Minute taking / drafting /circulation / approval / filing
• Drafting of Board / Shareholders minutes and written resolutions for a diverse portfolio of structures with timeliness and efficiency, to a high level of accuracy and with minimum oversight. The diversity and complexity of the minutes will be dependent on the experience and knowledge of the jobholder
• Oversight of the Annual Confirmation Statement and Annual Administration Fee Payments cycle 
• Set Up, Maintenance and closure of Jersey entities in Viewpoint
• Set up and Maintenance of Statutory registers for members, directors, secretary and other significant parties for Jersey entities
• Assist with ensuring all statutory returns, filings and notifications are made at the appropriate time
• Maintain the beneficial owner, controller and significant party information for jersey entities in My Registry and ensure that the 21 day deadline for reporting any changes is always met
• Maintenance of all Client CoSec Team trackers
• Support execution of client specific procedures and controls
• Assist/support the management of existing client relationships
• Work within client Service Level Agreements
• Ensure systems are fully and accurately populated in relation to entities worked on
• Ensure costs related to ad-hoc and bespoke client work are identified and captured

In addition to the duties listed above, the Company Secretarial Administrator may be requested to perform any other ad hoc duties or projects as requested by management or appropriate supervisor.

 PROFESSIONAL EXPERIENCE AND QUALIFICATIONS

Candidate Profile:

• Ideally the post holder will be educated to minimum A-Level
• Ideally in the process of taking a relevant professional qualification – although not essential
•  Previous experience of administration and company secretarial duties in a Funds and Company environment is essential.

Operation Excellence: 

• Strives for high standards of delivery to clients
• Has a strong understanding of processes needed to undertake role successfully
• Makes informed judgements and decisions based on practice and precedent
• Decisions will be made within defined limits of authority

Commercial Awareness: 

• Has a basic understanding of the TMF Groups' service lines and TMF is structured.
• Understands and applies control and risk and governance frameworks consistently
• Is mindful of the TMF values

Leadership and Resource Management: 

• May have supervisory responsibilities for work carried out by members of the immediate team
• Organises the use of resources to meet expectations and identifies difficulties
• Reviews non-complex work undertaken by more junior team members
• Informally manages expectations of more senior colleagues infrequently

Interpersonal Skills:

• Communicates information in a clear and concise manner (verbal and written work) to both internal and external stakeholders
• Able to deal with difficult situations in a calm and diplomatic way

Client Excellence:

• Takes ownership of particular clients to ensure a consistent level of service
• Listen actively whilst understanding what relevant questions they should ask and respectfully taking into account global and cultural differences
• Makes it a priority to be accessible and responsive to customers
• Build rapport with clients and use body language and voice techniques effectively
• Evaluates and reports back on client service levels

Compliance:

• Acts with the highest level of integrity at all times
• Act in the best interests of TMF (taking into account the interests of TMF customers, where appropriate)
• Act in a professional manner and produce accurate and timely work product
• Will be clear, open and transparent in your communications with TMF colleagues and customers
• Promptly report any issues (or possible issues) you identify to your manager (or an appropriate member of the senior management team) for consideration and resolution
• Never make any statement that is misleading, false or deceptive