Senior Administrator - Real Assets at Apex Group

Role summary: 

We are seeking a Senior Administrator, to provide administration and Company Secretarial services to a client portfolio under the direction of an Assistant Manager, ensuring all relevant statutory obligations are met. The role is client facing, with the Senior Administrator is required to act as the first point of contact for clients, intermediaries, C-Suite executives and other third parties. The role will require the Senior Administrator to build an understanding of their client structures and the regulatory environment in which they operate. The role would be suited to an individual with an interest in developing their knowledge in the fields of Corporate Governance and Company Law and general fund administration.

Key responsibilities:

• Provide daily support and guidance to junior members of staff, providing on the job training and acting as first reviewer of work produced;
• Ensure that all statutory filing is completed in accordance with deadlines set out in relevant legislation;
• Ensure minute logs are maintained accurately and updated in a timely manner as required;
• Lead training sessions to other members of staff on topics as agreed with Assistant Manager;
• Ensure statutory records (Register of Members, Register of Directors etc.) are accurately maintained at all times;
• Telephonic attendance at board meetings and first review of minutes following quarterly board meetings;
• Co-ordinating full board meeting process, from preparation of board packs through to timely signing of minutes and updates of action point logs;
• Ensure actions noted in board meetings are completed in a timely manner;
• Ensure timely signing of minutes following meeting, in accordance with pre-agreed deadlines;
• Manage billing process on agreed clients and identify opportunities to bill outside of client’s fee agreement;
• Assist with the co-ordination of reoccurring and ad-hoc projects, requiring input from the Real Assets team and ensure completion in line with pre-agreed deadlines;
• Act in the best interests of the division by supporting team members.
• Preparation of payment packs, processing thereof and ensuring timely payment of invoices as per client instruction.

Skills / experience:

• Holding or studying towards a professional qualification such as ICSA, CSSA or equivalent;
• Minimum of 3 years’ experience in a Company Secretarial or fund administration role;
• Minute writing experience;
• Proficient user of Microsoft Office Suite;
• Excellent interpersonal skills, experience in supervising others preferable, but not essential;
• Experience operating in a team environment;
• Excellent attention to detail and high levels of accuracy;
• Excellent communication and organization skills;
• Learn and understand Luxembourg’s legal and regulatory requirements, over time;
• Acquire an understanding of Real Estate Funds through continuous professional development;
• Motivated and driven;
• Willingness to learn.