Fresh Jobs at Apex Group

Description

• We are seeking for a proactive and detail-oriented Administrator to join our Governance / Company Secretarial team. In this role, you will be responsible for providing administrative and company secretarial services to an allocated client portfolio under the guidance of a Senior Administrator and Assistant Manager. This is a client-facing role, and you will act as a primary point of contact for clients, intermediaries, and internal stakeholders, ensuring that all statutory and regulatory obligations are met accurately and efficiently.

Job specification 

Meeting Administration:

• Coordinate and maintain corporate calendars for assigned clients.
• Schedule board and committee meetings in line with client and internal requirements.
• Draft and circulate agendas in collaboration with stakeholders.
• Gather and collate supporting documentation for meetings.
• Prepare and distribute complete board packs ahead of scheduled meetings.
• Attend meetings (virtually) and ensure proper documentation is in place.
• Support the full board meeting process including minute preparation and follow-up on action points.
• Track and ensure timely signing of meeting minutes post-meeting.

Minute Drafting:

• Draft clear, accurate, and concise meeting minutes that reflect key decisions and discussions.
• Capture essential meeting points in a professional and neutral tone.
• Distribute drafted minutes for review, approval, and finalisation.

Statutory Compliance & Filings:

• Monitor statutory filing deadlines for your client entities and ensure timely submission.
• Assist with the preparation and filing of necessary corporate documentation with regulatory authorities.
• Ensure full compliance with jurisdiction-specific laws and governance obligations.
• Liaise with relevant authorities or platforms to retrieve or file statutory documents when needed.

Maintenance of Statutory Records:

• Maintain up-to-date statutory registers (e.g., Register of Directors, Members).
• Ensure accurate record-keeping in electronic filing systems and document repositories.
• Assist with updating internal policies and procedures relevant to document management and compliance.

General Administration & Governance Support:

• Develop a working knowledge of client structures and applicable legal frameworks.
• Draft corporate governance documents such as resolutions, notices, and confirmations.
• Maintain accurate tracking tools for document statuses, filing schedules, and board pack progress.
• Compile documents for signature and manage the process through platforms such as DocuSign.

Client Communication & Liaison:

• Act as the first point of contact for assigned clients and relevant intermediaries.
• Respond to internal and external inquiries in a timely, professional, and accurate manner.
• Build strong relationships with clients, stakeholders, and the Luxembourg-based team.
• Liaise closely with the Legal and Compliance teams as needed to support governance activities.

Client Portfolio Management:

• Manage a range of client types, from standard to more demanding portfolios.
• Take responsibility for complex meeting types where applicable, with guidance as needed.
• Prioritise work based on deadlines, regulatory requirements, and client expectations.

Quality Assurance & Self-Management:

• Conduct thorough self-reviews before submitting work to ensure accuracy and completeness.
• Maintain regular updates with stakeholders regarding task statuses and upcoming deadlines.
• Take ownership of personal deadlines and proactively escalate when support is needed.
• Uphold the company’s internal standards, KPIs, and quality expectations.

Contribution to Team Culture & Operational Excellence:

• Actively contribute to a positive, respectful, and collaborative team culture.
• Remain adaptable and solutions-oriented in a fast-paced and evolving environment.
• Participate in continuous improvement initiatives by providing suggestions for process enhancements.
• Collaborate across departments to ensure seamless service delivery and efficient workflows.

Skills Required

• Minimum of 1 years’ experience in a corporate administration or company secretarial role.
• Familiarity with board governance processes and statutory requirements.
• Knowledge of Luxembourg company law or similar legal frameworks is advantageous.
• Experience working with digital governance tools such as board portals is preferred.
• Proficient in Microsoft Office Suite, particularly Outlook, Word and Excel.
• Strong written and verbal communication skills.
• Exceptional attention to detail and commitment to high-quality work.
• Ability to manage multiple tasks and prioritise effectively.
• Resilient and adaptable in a dynamic, changing work environment.
• Comfortable liaising with senior professionals including board members and legal advisors.
• Strong relationship-building and interpersonal skills.
• Willingness to learn and take ownership of client deliverables.

What you will get in return

• A genuinely unique opportunity to be part of an expanding large global business;
• Competitive remuneration commensurate with skills and experience;
• Training and development opportunities.

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Role Summary

• The primary responsibility of this position is to prepare annual financial statements(“AFS”) for all funds, review annual financial statements and manage the audit process from beginning to end.  The individual will be required to have a good understanding of International Financial Reporting Standards (IFRS), Luxembourg GAAP and US GAAP to be able to prepare the financial statements.

Job specification 

• Be the central point of contact for the auditors.
• Preparation and distribution of audit timetable based on provisional dates available for the audit, after reviewing of planned audit schedule and liaising with auditors.
• Preparation of trial balance using reports extracted from Invest One and Paxus.
• Preparation of interim and annual financial statements using trial balance and other reports extracted from Invest One and Paxus.
• Compilation of audit pack and other information to be sent to auditors before the start of the audit in accordance with audit timetable.
• Managing the audit log and audit queries to ensure that all information requested by the auditors is sent to the auditors and is accurate and provided timeously.
• Follow up on all outstanding issues from the auditors and provide regular feedback to Client Relationship Managers, clients and fund accountants.
• Update AFS with auditor’s comments and distribute them timeously to auditors.
• Remaining up to date regarding changes in IFRS and impact on financial reporting

Skills Required:

• An accounting qualification (minimum B.Com Accounting or equivalent), together with either audit experience or fund accounting experience and experience in the preparation of annual financial statements.
• Advanced level experience in using Excel and MS Word.
• Proven competence and an aptitude for working with systems.
• Detailed understanding of International Financial Reporting Standards, specifically IFRS 7 Financial Instruments: Disclosures and IFRS 9 Financial Instruments: Recognition and Measurement and consolidations and an understanding of GAAP.
• Knowledge of Luxembourg and US GAAP will be an advantage.
• An understanding of funds and fund structures.
• Knowledge of the hedge fund industry and unit trusts.
• Experience in the preparation of financial statements.
• Experience in dealing with clients.
• Excellent communication skills (both written and verbal);
• Confident, enthusiastic and self-motivated and
• A track record of achievement.

go to method of application »

Role Summary 

• The primary responsibility of this position is to prepare annual financial statements(“AFS”) for all funds, review annual financial statements and manage the audit process from beginning to end. The individual will be required to have a good understanding of International Financial Reporting Standards (IFRS), Luxembourg GAAP and US GAAP to be able to prepare the financial statements.

Job specification

• Be the central point of contact for the auditors.
• Preparation and distribution of audit timetable based on provisional dates available for the audit, after reviewing of planned audit schedule and liaising with auditors.
• Preparation of trial balance using reports extracted from Invest One, Paxus and Advent Geneva.
• Preparation of interim and annual financial statements using trial balance and other reports extracted from Invest One and Advent Geneva.
• Compilation of audit pack and other information to be sent to auditors before the start of the audit in accordance with audit timetable.
• Managing the audit log and audit queries to ensure that all information requested by the auditors is sent to the auditors and is accurate and provided timeously.
• Follow up on all outstanding issues from the auditors and provide regular feedback to Client Relationship Managers, clients and fund accountants.
• Update AFS with auditor’s comments and distribute them timeously to auditors.
• Remaining up to date regarding changes in IFRS and impact on financial reporting

Skills Required:

• An accounting qualification (minimum B.Com Accounting or equivalent), together with either 3 years audit experience or fund accounting experience and experience in the preparation of annual financial statements.
• Advanced level experience in using Excel and MS Word.
• Proven competence and an aptitude for working with systems.
• Detailed understanding of International Financial Reporting Standards, specifically IFRS7 Financial Instruments: Disclosures, IFRS9 Financial Instruments: Recognition and Measurement and consolidations and detailed understanding of Luxembourg GAAP.
• Knowledge of US GAAP will be an advantage.
• An understanding of funds and fund structures.
• Knowledge of the hedge fund industry and unit trusts.
• Experience in the preparation of financial statements.
• Experience in dealing with clients.
• Excellent communication skills (both written and verbal);
• Confident, enthusiastic and self-motivated and
• A track record of achievement.