Job Summary
To co-ordinate and execute day-to-day administrative and corporate secretarial support to the global network offices & Cosec team (FCS), in accordance with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ global network
To ensure the continuing good standing of client companies by ensuring all company law and contractual requirements are complied with.
To handle various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
To build, develop and maintain partnerships with Operation teams in global network
To assist in performing review of core processes, complex ad hoc works, and all other client requirements, as needed.
Core Responsibilities
Responsible for the provision of corporate secretarial support to the global network Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ global network.
Acts as a point of contact for daily operations on complex clients
Assist with the audit process, Attend board and shareholders meetings
Finalise board minutes, prepare complex board packs
Review board minutes of more junior team members
Prepare and review RCS, RBO, UBO and other related documents
Review of bank account opening forms
Coordinate with the global network FCS and Payment team on payments processing
Conduct transaction monitoring (TM), monitor/ensure TM are properly conducted for all payments
Conduct/review Compliance File Review (CFRs) of Client files
Assists on client onboarding processes.
Ensure prompt follow-up and timely execution of requests, in good quality, from the global network FCS team
Coordinate deliverables for a sub-team of typically up to 3 more junior team members in working closely together with Assistant Manager
To be able to effectively communicate and relate with various stakeholders of the team. Maintains and enhances relationships with the FCS team.
Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
Seeks knowledge and expertise for their own professional development.
Minimize risk to IQEQ by following all procedures, rules, laws, regulations and checklists.
Workflow Management
Ensures timesheets are completed daily and accurately filed for all hours worked.
Systems
Monitors and updates all deliverables via Navigator Flow in a timely manner, as needed.
Ensures filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
Monitor and ensure that Antrance is properly updated in line with internal guidelines
Understands and uses best practice on workflow platform/s.
Risks
Ensures relevant procedures and checklists are adhered to and completed to mitigate errors.
Acquires knowledge of risk factors and potential breach.
Key behaviours we expect to see
In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following:
Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders.
Courage - Stepping up to address difficult issues, saying what needs to be said.
Drives Results - Consistently achieving results, even under tough circumstances.
Optimises Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
Decision Quality - Making good and timely decisions that keep the organisation moving forward.
Essential
Education / professional qualifications
CS qualified
4+ years in Corporate, Company or Fiscal law
Background experience
Conversant with corporate secretarial practices, especially in the areas of Funds and Special-Purpose Vehicles
Private equity / real estate markets experience; knowledge of different Fund structures and vehicles.
Technical
Actual work experience in the board governance and corporate secretarial functions, including preparation of board materials, attending/leading board meetings, acting as company secretary, drafting of complex minutes, filings with regulatory bodies, etc.
Computer / program knowledge
Experience in e-mail, word processing, Microsoft excel, presentation and video conferencing applications such as Microsoft Office.
Effective written and advance verbal communication skills.
Language
Fluency in English is mandatory
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
At IQ-EQ we want you to reach your full potential. We offer an inclusive and diverse environment to support your career aspirations. With a strong emphasis on continuous learning and a holistic approach to your professional and personal development. We also offer opportunities across our service lines and our international network of offices.
