Jobs at Apex Group

Description

• We are seeking a highly experienced and proactive Assistant Manager to join Apex’s Corporate Services team.  The role requires a motivated individual with strong technical expertise and leadership skills who can manage complex processes, provide mentorship to junior team members, and contribute to the strategic success of the department.
• The candidate will have direct responsibility for servicing a large portfolio of offshore based clients and will work closely with the management team and Client Directors.

Job specification

• Building a detailed understanding of client portfolios, entity specific requirements and applicable statutory regulations/requirements and act as a source of guidance to other team members;
• Work with team manager, client directors and assistant client directors to ensure the planning, coordination and completion of all regulatory obligations and client agreed deliverables within strict deadlines for the portfolio of entities are met;
• Maintain and monitor diary notes and workflows;
• Prepare and maintain accurate entity summaries;
• Deal with the termination/exiting of funds or other corporate entities;
• To ensure service delivered meets company policy and/or service level agreement;
• Participate and provide support to all new business activities;
• Contribute to any relevant tasks arising out of on-going projects;
• Ensure that the client information is accurate at all times;
• Provide accurate and timely monthly reports of key management information to Management or as required;
• Manage and supervise a number of administrators and trainee administrators and oversee and review team adherence to internal policies, controls and systems, including meeting any internal deadlines;
• Review minutes/records prepared by administrators and trainee administrators;
• Act as point of contact with client directors, assistant client directors and intermediaries such as lawyers, auditors, bankers and investment managers as required;
• Establish, build and maintain strong relationships and networks with both internal, cross jurisdictional and external contacts;
• Build key relationships with client directors and assistant client directors in the sending location, ensuring the team responds swiftly to requests and manage expectations;
• Contribute to the overall management of the team and business;
• Report any identified issues and risks, including legal/regulatory matters and client complaints, to senior management promptly;
• Ensure that all compliance and mandatory training is completed within required timescales;
• To act in accordance with all legal and regulatory requirements affecting the Company and ensuring that actions comply with both departmental procedures and this job description. 

Skills Required:

• Candidates must have at least 5 years of experience in fund administration, financial services, or law. An LLB, BCom, or equivalent business qualification is a requirement. Expertise in corporate solutions, fiduciary services, legal work, or in-house company secretarial roles is highly beneficial. Additionally, being an admitted attorney will enhance your application. A robust academic foundation, such as qualifications in LLB, BCom, Corporate Governance, Compliance, or related fields, is also desirable
• Technical Proficiency: Advanced skills in Microsoft Office applications (Word, Excel, Outlook), paired with a working knowledge of regulatory environments in fund management and company law. Familiarity with corporate governance and AML requirements is advantageous.
• Leadership Expertise: Proven ability to mentor and guide teams, with a strong track record in managing projects and delivering exceptional results.
• Organizational Excellence: Exceptional multitasking abilities, attention to detail, and accuracy, ensuring efficient execution of responsibilities across jurisdictions.
• Analytical Strength: Ability to source and interpret complex data from multiple channels to drive informed decision-making.
• Effective Communication: Outstanding written and verbal communication skills to engage with clients, team members, and stakeholders confidently and professionally.
• Team Collaboration: Skilled at working within cross-jurisdictional teams, fostering a cooperative and adaptable environment.
• Proactive Problem-Solving: A solution-oriented approach with the ability to implement process improvements and drive operational efficiency.
• Industry Insight: Deep understanding of statutory regulations, corporate governance practices, and fiduciary.

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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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. 
• As a Senior Administrator, you will also 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 finalisation. 
• 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 Organisational 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. 

​​​​​​​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.