Corporate Secretariat Manager Full Time

Job Summary:

The prospective candidate will take day to day responsibility for the delivery of corporate secretarial services across the 60+ countries our client operates in. The candidate will have one direct report to oversee and train, and will also work with our client’s central corporate secretarial team in London and admin support in Singapore. Work includes:

• Acting as annual compliance lead, corporate secretarial audit lead and corporate secretarial corporate guarantee lead.
• Overseeing and training a junior team member delivering services for a portfolio of companies.
• Managing the completion of corporate secretarial services for a portfolio of companies.
• Supporting on Corporate Secretariat continuous improvement projects.

Job Description:

• Acting as annual compliance lead: oversee all annual compliance related activity carried out by the team, such as approval and filing of financial statement, by ensuring that the team follow defined process, leading internal weekly compliance update calls, leading fortnightly calls with an external service provider, managing escalations and ensuring trackers are kept up to date.
• Acting as corporate secretarial audit lead: ensure key information is tracked throughout the year to a high standard and provided to the auditor in good time, and answering queries raised by the auditor.
• Acting as corporate secretarial corporate guarantee lead: ensure that corporate guarantee requests follow the approved Treasury process, drafting of approval documents and arranging approval and signature of corporate guarantees.
• Overseeing a junior member of the team who has a portfolio of companies that they provide ongoing corporate secretarial services to, acting as the first line of support for the junior team member and actively training and upskilling the junior team member.
• Managing annual compliance deadlines for your own portfolio of companies, including liaising with internal functional/business stakeholder and external service providers to prepare documents and working with senior directors and/or their executive assistants to arrange execution of documents.
• Ensuring that the junior team member updates GEMS as and when required.
• Triaging requests from stakeholders for corporate secretarial work, including first line responses on standard matters such as board resolutions, signing authorities, corporate guarantees and contracts.
• Managing ad hoc activities such as director changes, KYC requests and board resolutions, including drafting email and resolution wording to be included in the weekly key operating company approval pack.
• Collating matters for a weekly approval pack circulated to senior directors for their approval.
• Continuous improvement projects, such as designing operation protocols and procedures, refining and maintaining standardised templates, building checklists.

Profile Description:

• At least three years global corporate secretarial experience, including liaising with a central corporate secretariat team, with an intermediate level corporate secretariat certificate or a B. Com CS degree.
• Experience overseeing and training junior corporate secretarial support members.
• Excellent and proactive communicator, with experience working with senior stakeholders such as directors, and functions such as Tax and Finance/Treasury.
• Demonstrates strong self‑awareness and accountability, with the ability to reflect on outcomes, take ownership, and work with senior stakeholders to implement corrective actions where required. Applies learnings to strengthen processes and ways of working in a culture that encourages openness and continuous improvement.
• Excellent organizational skills including ability to manage time and prioritise tasks effectively.
• Experience in secretarial management tools like, Diligent / Dilitrust / (GEMS).
• Knowledge and experience of Office 365 or similar applications and experience in using the applications in improving processes.
• Ability to work both effectively as part of a team and independently in a demanding, fast-paced environment.
• Flexible with working hours given the multinational working environment.
• Demonstrated logical and pragmatic approach to problem solving, with an open mind to finding new ways to do things.
• Knowledge or experience in developing tools to automate processes or create applications that may help with secretarial processes.