Senior Administrator - Company Secretary at Apex Group

Description

• We are seeking a detail-oriented Senior Administrator to join our Governance / Company Secretarial team. In this role, you will be responsible for providing high-quality administration and company secretarial services to a dedicated client portfolio, ensuring full compliance with all relevant statutory obligations.
• The successful incumbent will serve as a key support to junior team members, offering daily guidance, mentoring, and on-the-job training. You will act as a first reviewer of outputs, support the Assistant Manager in delivering operational excellence, and play an active role in meeting internal performance goals and client service standards.

Job specification

Client Governance & Meeting Administration:

• Coordinate the full board and committee meeting cycle: scheduling, agenda drafting, board pack collation, meeting attendance, and minute finalization.
• Ensure meeting action items are completed and documented timeously.
• Maintain and update corporate calendars and action point logs for allocated clients.
• Ensure minutes are signed within required timelines and distributed accordingly.

Minute Drafting & Review:

• Draft clear, accurate, and concise minutes that capture discussions and decisions.
• Act as first reviewer of minutes prepared by team members, providing constructive feedback and ensuring alignment with client and internal standards.
• Conduct self-review of your own drafted minutes prior to escalation for second-level review.

Statutory Compliance & Record-Keeping:

• Monitor and manage statutory filing requirements in line with relevant legislation and internal deadlines.
• Maintain accurate and up-to-date statutory records (Registers of Members, Directors, etc.).
• Draft and submit corporate documentation to regulatory bodies as required.
• Ensure corporate data integrity through diligent record-keeping and system maintenance.

Client & Stakeholder Engagement:

• Act as the first point of contact for client-related governance queries within your portfolio.
• Foster strong working relationships with clients, legal advisors, and internal teams including the Luxembourg office.
• Liaise with Transfer Agents and ensure timely submission of documentation for regulatory deadlines.

Team Leadership & Mentoring:

• Provide day-to-day guidance, mentorship, and support to Administrators and new joiners.
• Lead training sessions on governance, compliance processes, and best practices as agreed with the Assistant Manager.
• Oversee team workload coverage, especially during leave periods or peak deadlines, and support weekly team planning.

Operational Efficiency & Contribution to Organizational Goals:

• Actively contribute to continuous improvement by identifying and helping implement process efficiencies.
• Align with company-wide objectives, including data excellence, service delivery, and positive culture building.
• Uphold the company's service standards, KPIs, and internal SLA expectations.
• Promote a positive and solutions-driven team culture by encouraging open communication and collaboration.

Skills Required

• Minimum 3 years’ experience in a full Company Secretarial or governance-related role.
• Strong working knowledge of corporate law, regulatory filings, and board governance processes.
• Experience working with clients across multiple jurisdictions (e.g., Luxembourg) is advantageous.
• Proficiency with minute-taking, corporate calendars, and governance documentation tools.
• Experience with workflow tracking platforms is a advantageous.
• Strong technical knowledge of governance and statutory compliance.
• Exceptional attention to detail and ability to self-review work.
• Excellent verbal and written communication skills.
• Ability to work independently while contributing to a wider team.
• Proactive problem-solver with a solution-oriented mindset.
• Proven time management and organisational skills.
• Strong interpersonal skills with the ability to build relationships with clients and internal stakeholders.