Vacant Jobs at Apex Group

Description

• Market Data Senior Administrator responsibilities are loading market trades, pricing active securities, processing corporate actions and managing and updating static data. Primary focus will be on funds with large volumes of trade, pricing and corporate action activity.

Job Specifications:

• Load trades, prices, corporate actions and the creation of new securities
• Assist with take on of new funds and fund closures
• Assisting with mentoring and training of team members within the department,
• Maintaining and updating processing controls within the department to minimize risk of errors;
• To maintain and update process documentation and assist team members with process documentation creation
• Help with identifying processes within the department that can be automated to minimize human intervention
• Assist with projects within the department and assist with systems testing when system upgrades are rolled out.
• Report system errors as they occur by logging tickets and following up until these logged errors are resolved.
• Responsible for maintaining and updating system processes and creating new ones when needed.

Skills Required:

• A Bcom or Bsc graduate.
• Good understanding of Financial Markets.
• Very good at troubleshooting and solving problems;
• Excellent people skills;
• Strong numerical and analytical skills;
• Attention to detail;
• Ability to contribute to the overall team deliverables;
• Good communication skills.
• Very Proficient at Excel;
• Ability to work under pressure.
• Must be prepared to work extra hours over month end period on a regular basis.

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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.