Waystone Management Company (Lux) S.A.
Luxembourg, LUXEMBOURG
Waystone leads the way in specialist services for the asset management industry. Partnering with
institutional investors, investment funds and asset managers, Waystone builds, supports and protects
investment structures and strategies worldwide. With over 20 years' experience and a comprehensive
range of specialist services to its name, Waystone is now serving assets under management in excess of
$2Tn.Waystone provides its clients with the guidance and tools to allow them to focus on managing their
investment goals with confidence.
SUMMARY
The Senior Associate – Corporate Secretarial Services (COE) will be an integral part of the team's success.
This role is responsible for working on a single client relationship, with a complex portfolio of underlying
client entities (ensuring compliance with regulatory requirements, overseeing corporate documentation and
supporting board governance processes), assisting with the delivery of services within a team, managing
multiple underlying client relationships and reviewing work produced by others within the teams servicing
this single client and its underlying relationships. Key responsibilities include maintaining statutory records,
managing company lifecycle events and operations. The role also involves client relationship management
and contributing to strategic initiatives such as project work and process improvement. Strong
organizational, communication and regulatory knowledge are essential for success in this position.
DUTIES AND RESPONSIBILITIES:
Manage a complex portfolio of underlying clients, within a single client relationship.
Manage operations for that portfolio, ensuring delivery within the team's specified timeframes and
procedures;
Compile management information, team performance and KPI tracking for management;
Maintain and update client files and corporate records in accordance with regulatory and internal
standards;
Provide guidance, training and mentorship to team members and members of the wider Corporate
Secretarial Services team, if required;
Manage administrative tasks including regulatory filings, RBE register updates, RCS deposits,
document execution and safekeeping and legalisation processes;
Support company lifecycle events such as formations, dissolutions and annual obligations (AGMs,
EGM) as well as ad-hoc corporate secretarial matters (e.g., changes to directors, registered office
and share capital);
Take full ownership of delegated tasks and contribute actively to team success;
Demonstrate deep knowledge of fund corporate governance and regulatory filing requirements,
staying informed of relevant changes;
Draft, finalise, manage and/ or review resolutions and other corporate documentation;
Prioritise workload effectively, identifying and escalating scheduling conflicts or delays as needed;
Exhibit strong attention to detail and excellent communication skills;
Be flexible and willing to take on additional responsibilities as required;
Support board support activities, including meeting organisation, coordination with attendees,
preparation, distribution and/or review of materials, drafting and/or review of minutes and managing
post-meeting actions;
Assist with the drafting of processes and procedures, as necessary.
Provide support to colleagues when capacity allows and communicate availability to management;
Assist with inbox monitoring and task processing during team absences;
Ensure timely follow-up with relationship managers and board members for documentation
turnaround;
Professionally and independently liaise with fund service providers;
Maintain accurate company registers;
Adhere to current Waystone policies and procedures;
Support recruitment efforts for the team;
Contribute to invoicing and fee-related activities;
Assist with, or in some instances, manage projects impacting team operations.
REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.
EDUCATION & EXPERIENCE:
You (preferably) hold a degree in Business or Law or equivalent experience with a focus on
company secretarial services
You have a minimum of 4 years of experience in company secretarial roles
Completed your ILA qualification or will be working towards the qualification or equivalent
qualification
You have a strong knowledge of Luxembourg corporate and fund regulations
You are highly organised, proactive, accurate and have a sense of responsibility and priority
management
You are able to work independently in an environment under pressure and with tight deadlines
You are fluent in English (written and spoken)
You are proficient in MS Office (Word, Excel, Outlook, and Teams).
Gepubliceerd Sinds 1 dag(en)