Vacant Jobs 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. 
• 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. 

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Role Summary  

• The primary responsibility of the Specialist – Transaction Processing is supporting the transaction processing teams to ensure all processes are operating accurately and efficiently. The trade processing teams are responsible for the NXM trade processing, data integration and replication functions. 

Job specification   

• Show leadership in the practices and processes of transaction processing. 
• Identify business processes that should be enhanced to eliminate risks in the future. 
• Focus on processes in the team that can be automated, working closely with the RPA team where relevant. 
• Ensure transactions are captured, integrated and reconciled in the most efficient and accurate means possible. 
• Initiate and implement continuous improvement projects in the business area. 
• Facilitate the implementation of new processes into the BAU environment to support evolving client requirements. 
• Oversee new client and fund take-ons to ensure minimal disruption internally and to clients 

Key Requirements :

• The position will require someone with a relevant diploma or degree. 
• Preference will be given to applicants who have Asset Management experience. 
• An understanding of Financial Markets. 
• A proven detailed understanding of transaction processing with at least 2 to 3 years “hands-on “experience. 
• Experience with one or all of NX Manager, InvestOne and Xceptor systems. 
• Strong numerical and analytical skills. 
• Attention to detail. 
• Able and keen to work in a team environment. 
• Good communication skills. 
• Innovator and self-starter with high energy and drive. 
• Able to work under pressure. 
• Confident and Enthusiastic. 

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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.

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Summary of the position

• The successful applicant will be responsible for overseeing and managing the accounting requirements of our Private Equity (SA) clients in line with service level agreements.
• This includes managing a small team of accountants, client service management, and providing support to the onboarding team.
• The roles and responsibilities of the successful candidate are as follows:

ACCOUNTING 

• Act as the accounting specialist within the Private Equity (SA) business.
• Supervise and control the timely and accurate delivery of net asset valuations, consolidated partner capital accounts, quarterly statements, financial statements, and supporting schedules.
• Manage the preparation of performance fee, internal Rate of Return (IRR), and equalization calculations as required by Fund documents.

STAFF AND TRAINING 

• Play a pivotal role in the development and training of direct reports.
• Set KPIs for direct reports and manage performance both formally and informally.
• Train, manage, and supervise team members.

TEAM MANAGEMENT 

• Oversee the preparation and delivery of accounting services as per fund documentation and service level agreements.
• Review team deliverables and ensure timely staffing to meet client requirements.

CLIENT MANAGEMENT

• Conduct quarterly client service review calls for an allocated portfolio and provide client feedback to management and the team.
• Manage client responsibilities to meet agreed deadlines and best practices.

CLIENT ONBOARDING 

• Provide feedback to the onboarding team and Private Equity (SA) management regarding operational requirements versus system capabilities and identify gaps.
• Contribute to SLA timeframes and requirements.

PROCESSES AND SYSTEM UPDATES

• Assist with the ongoing development of the Private Equity IT platform and maintenance of reporting templates.
• Ensure compliance with Closed Ended (SA) processes and identify potential efficiencies.

REGULATORY

• Assist with regulatory and reporting requirements as they arise.

OTHER TASKS 

• Act as authorized signatory on client bank accounts, and reviewer of payment. Build relationships with internal teams to ensure seamless service delivery to clients.
• Perform any additional tasks to support the ongoing management and development of the division.

Skills requirement: 

• A good understanding of various Private Equity Fund structures and the administration and accounting of these structures.
• A sound working knowledge of fund valuations and accounting practices and standards, particularly IFRS, and ILPA.
• Sound knowledge and understanding of back-office systems. Investran, eFront and Paxus is beneficial.
• Demonstrated ability to work in a pressurised environment.
• Be familiar with Funds services controls and procedures to ensure compliance and minimise risk.
• Have had exposure to managing a team; and
• An ability to constantly challenge and look to improve the daily operation.
• Have a confident, professional and an enthusiastic approach when dealing with clients and intermediaries of the business.
• Management capability with a practical hands-on approach and the ability to ‘get things done’.

Leads by example

• Be able to communicate clearly with staff and senior management; and
• Work collaboratively and effectively within the Closed Ended (SA) team as well as other departments within APEX.

Personal characteristics: 

• A real ‘can do’ attitude and thrives in an environment of opportunity, confidence and hunger for growth.
• Sets and achieves very high levels of performance and continually strives for personal improvement in all that they do.
• Has the ability to challenge decisions and frameworks, but also the ability to accept and implement decisions as instructed from a higher authority and to work within established frameworks to achieve desired results; and
• Will take accountability for their actions.

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The Role

• To liaise with and support the Client Directors and Assistant Client Directors in Jersey with the administration and management of their portfolios of trust structures and other corporate entities, in accordance with the relevant documentation and all new and amended legislation, case law and practice regulations.

Key Responsibilities:

• 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;
• Assist with arranging income and capital distributions to beneficiaries and to correctly document the same;
• Check if tax calculations have been done and are on record;
• Maintain and monitor diary notes and workflows;
• Prepare and maintain accurate trust and entity summaries;
• Deal with the termination/exiting of trusts and 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 who would typically be studying towards professional qualifications 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 Jersey, 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 & Experience:

• Professional qualifications – LLB, BCom LLB and Admitted Attorney.
• 5 years of relevant industry/specialist experience in administration of trusts and working with corporate entities such as companies;
• Has sound technical knowledge of their respective field;
• Excellent attention to detail and high levels of accuracy;
• Excellent communication and organization skills;
• Learn and understand various jurisdictions legal and regulatory requirements, over time;
• Act as a point of contact with internal or external stakeholders;
• The jobholder will be required to assist in the administration of various portfolios of corporate entities; and requires a combination of accounting, taxation, legal, investment, and commercial experience;
• Ability to motivate and influence a team;
• High level of managerial skills;
• Should be fluent in English and attend to all correspondence in English.

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The Role

• To liaise with and support the Client Directors and Assistant Client Directors in Jersey with the administration and management of their portfolios of trust structures and other corporate entities, in accordance with the relevant documentation and all new and amended legislation, case law and practice regulations.

Key Responsibilities:

• 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;
• Assist with arranging income and capital distributions to beneficiaries and to correctly document the same;
• Check if tax calculations have been done and are on record;
• Maintain and monitor diary notes and workflows;
• Prepare and maintain accurate trust and entity summaries;
• Deal with the termination/exiting of trusts and 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 who would typically be studying towards professional qualifications 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 Jersey, 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 & Experience:

• Professional qualifications – LLB, BCom LLB and Admitted Attorney.
• 5 years of relevant industry/specialist experience in administration of trusts and working with corporate entities such as companies;
• Has sound technical knowledge of their respective field;
• Excellent attention to detail and high levels of accuracy;
• Excellent communication and organization skills;
• Learn and understand various jurisdictions legal and regulatory requirements, over time;
• Act as a point of contact with internal or external stakeholders;
• The jobholder will be required to assist in the administration of various portfolios of corporate entities; and requires a combination of accounting, taxation, legal, investment, and commercial experience;
• Ability to motivate and influence a team;
• High level of managerial skills;
• Should be fluent in English and attend to all correspondence in English.