Officer 3, Corporate Administration Full Time NEW

We’re a leading Investor Services group offering end-to-end services in administration, accounting, reporting, regulatory and compliance needs of the investment sector worldwide.  We employ a global workforce of 6,500+ people across 24 jurisdictions and have assets under administration (AUA) exceeding US$857 billion. We work with 13 of the world’s top-15 private equity firms.

Our services are underpinned by a Group-wide commitment to ESG and best-in-class technology including a global data platform and innovative proprietary tools supported by in-house experts.

Above all, what makes us different is our people. Operating as trusted partners to our clients, we deliver intelligent solutions through a combination of technical expertise and strong relationships based on deep client understanding. 

We’re driven by our Group purpose, to power people and possibilities.

Job Description

Join our Lux Fund Corporate Secretarial & CoSec team in a role that offers hands‑on exposure to complex international clients and cross‑border collaboration with our Luxembourg operations. You’ll play a key part in delivering day‑to‑day corporate secretarial and administrative support, ensuring client entities remain compliant and in good standing. This role provides the opportunity to work on sophisticated structures, support process reviews and ad‑hoc assignments, and grow your expertise within a global, high‑performing organization.

What You’ll Do

• You’ll provide end-to-end corporate secretarial support to Luxembourg Funds under agreed SLAs, including board and shareholder meetings, finalizing and reviewing complex board minutes and packs, and supporting audit processes.
• You’ll act as a key point of contact for complex clients, manage daily operations, assist with client onboarding, and ensure timely, high‑quality delivery of requests from the Lux FCS team.
• You’ll prepare and review regulatory and compliance documentation (RCS, RBO, UBO), conduct transaction monitoring, review Compliance File Reviews (CFRs), and oversee bank account opening documentation.
• You’ll coordinate closely with the Lux FCS and Payments teams on payment processing, ensuring controls, monitoring, and regulatory adherence to minimize operational and compliance risk.
• You’ll manage and support a small team of junior members (up to three), maintain effective stakeholder relationships, develop client-specific expertise, and pursue continuous professional development while strictly following policies, laws, and regulations.

What We Offer

• Comprehensive remuneration: Competitive financial packages based upon market rates for your role, proportionate to your qualifications, level of experiences and skills profile
• Pension Scheme: Generous employer contribution with the ability to increase employee contributions
• Wellbeing: Additional social benefits such as medical insurance & life assurance, discounted gym memberships and the opportunity to engage with our local community via sports activities, charity programmes & environmental initiatives
• Flexible working: We recognise the value of working flexibly and enable our employees to enjoy an excellent work-life blend
• Support and development: We will ensure you have the right training, tools and development plan to grow and improve your skills every day.

Qualifications

• You are a CS-qualified professional with over 4 years of experience in corporate, company, or fiscal law.
• You have strong experience in corporate secretarial practices, particularly involving funds, special-purpose vehicles (SPVs), and private equity/real estate fund structures.
• You possess hands-on expertise in board governance and corporate secretarial functions, including preparing board materials, attending and leading board meetings, acting as company secretary, drafting complex minutes, and handling regulatory filings.
• You are proficient in Microsoft Office and related tools, including email, word processing, Excel, presentations, and video conferencing platforms.
• You demonstrate effective written and advanced verbal communication skills and are fluent in English

Desired

• Experience working in Financial Services or Shared Services office environment.
• Experience working in a multinational office environment.
• Experience being a corporate secretary, paralegal, or other similar job, in other jurisdictions.
• Being conversant with corporate secretarial practices, especially in the areas of funds and special-purpose vehicles is an advantage
• Language – Fluency in French is an advantage

Additional Information

Sustainability is integral to our strategy and operations. Our sustainability depends on us building and maintaining long-term relationships with all our stakeholders – including our employees, clients, and local communities – while also reducing our impact on our natural environment.

There is always more we can, and should do, to improve – whether in relation to our people, our clients, our planet, or our governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. We’re committed to fostering an inclusive, equitable and diverse culture for our people, led by our Diversity, Equity, and Inclusion steering committee.

Our learning and development programmes and systems (including PowerU and MyCampus) enable us to invest in growing our employees’ careers, while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues. We want to empower our 6,500+ employees – from 94 nationalities, across 24 countries – to each achieve their potential. Through IQ-EQ Launchpad we support women managers launching their first fund, in an environment where only 15% of all private equity and venture capital firms are gender balanced.

We’re committed to growing relationships with our clients and supporting them in achieving their objectives. We understand that our clients’ sustainability and success lead to our sustainability and success. We’re emotionally invested in our clients right from the beginning.