Assistant Manager – Corporate Secretarial

ROLE OVERVIEW

PURPOSE OF JOB

To make a significant contribution to the team, holding responsibility and autonomy for service delivery to Guernsey funds (some of which are listed) and Corporate structures.  Responsible for all aspects of Company Secretarial from governance through to attendance at board meetings, preparing and filing related documentation, producing / reviewing governance sections for financial statements, regulatory compliance, statutory returns and regular corporate governance reporting to Boards.  To contribute to the raising of JTC’s Corporate Governance profile and the sharing of knowledge and learning with the wider JTC CoSec community.

MAIN RESPONSIBILITIES AND DUTIES

• Responsible for high quality Secretarial service delivery to our Guernsey clients in accordance with the constitution documents, service level agreements, fund documentation and applicable statutory and regulatory requirements.
• Be the primary point of contact for a portfolio of clients.
• Assist in providing training to more junior members of the team, to ensure delivery to agreed scope and timescales.
• Assist in the checking of other team members work as required.
• Understand the relevant legislation and ensuring that all activities undertaken meet legislative requirements.
• Draft/Review of board papers, ensure board packs are assembled and distributed to client boards.
• Attend and minute board meetings, travelling to client locations as required.
• Draft/Review other company materials including D&O Insurance proposal forms, announcements and statutory filings, as appropriate.
• Use of the GFSC, Guernsey Registry and Stock exchange portals.
• Draft governance sections of annual and semi-annual reports (as applicable) in conjunction with fund accountants and advisors.
• Provide review and comment on corporate documentation as required by client and in conjunction with other advisors.
• Keep clients’ records up to date and ensure all statutory registers are maintained.
• Receive, monitor and keep up to date with constitutional, regulatory and listing requirements as applicable to individual clients.
• Take responsibility for various other aspects of our service offering, including developing client relationships, keeping up to date with best practice and helping disseminate the same to the wider team, undertaking some office administration including billing and project work, and supporting business development, as appropriate.
• Deal with correspondence, the collating of relevant information and writing of reports, ensuring decisions made or action points agreed are communicated to the relevant parties and completed within timescales set and agreed.
• Provide contribution to meeting discussions, as and when required.
• Monitoring changes in legislation and the regulatory environment, taking appropriate action as required.
• Liaising with external regulators and advisers, such as lawyers and auditors and any other third parties as required.
• To facilitate a seamless transition of new client business into Corporate Secretariat department in a co-operative manner, ensuring that the client’s needs are clearly understood and can be satisfactorily met.
• To continuously improve personal skills through self-development and maintain personal development records.
• Provide any other duties as defined or deemed necessary by our clients or by management.
• Assist with the production/enhancement, where necessary, of relevant policies and procedures.
• Remain aware of the obligations for the reporting of unusual transactions.
• Adhere to Risk & Associate Compliance procedures in relation to regulatory requirements and AML legislation.
• Adhere to CPD requirements in accordance with qualification level and in-house procedures.
• Adhere to JTC core values and expected behaviours.

ESSENTIAL REQUIREMENTS

• Knowledge of the relevant laws of the regimes as applicable to the jurisdiction of the clients.
• Knowledge of the relevant jurisdictions’ rules and regulations.
• Understanding of the various Stock Exchanges’ listing rules.
• Understanding of the importance of controls and the fiduciary responsibility of directors.
• Competence in written and verbal communication with high level of accuracy.