Associate - Corporate Secretarial Services (COE)

Waystone; Ireland; On-site; EUR 42,000 - 66,000; Full time

Job summary

Waystone in Ireland is seeking an Associate – Corporate Secretarial Services (COE) to support the corporate secretarial function across funds/entities. You will build relationships with stakeholders and help organise board and committee meetings, ensuring accurate documentation and timely filings.

Reporting to the Associate Director, you will assist with changes to boards and service providers, review resolutions, and maintain client records with a focus on accuracy, compliance, and professional

Qualifications

• Bachelor’s degree required.
• Excellent English language skills.
• At least two years of relevant work experience.
• Self-motivated with ability to work in a demanding environment.
• Excellent interpersonal and communication skills.
• Highly organised with proactive and accurate work habits.

Responsibilities

• Build relationships with stakeholders of funds/entities.
• Organise board, board committee and shareholder meetings; prepare materials and minutes.
• Assist with changes to boards and service providers; handle related notifications.
• Ensure actions and agreements are authorised by the Board.
• Assist with approval of financial statements and conflicts registers.
• Provide reporting to management and update client records.
• Liaise with registered offices for fund filings and registrations.
• Represent Waystone professionally to enhance client perception.

Skills

Interpersonal skills

Communication skills

Organised

Priority management

Education

Bachelor's degree

Job description

About Waystone

Waystone is a leading asset-servicing solutions provider of institutional governance, administration, risk and compliance services to financial institutions. With over 25 years’ experience and a comprehensive range of specialist services to its name, Waystone helps our clients structure, operate and grow through our expertise, innovation and digitisation, backed by the operational scale to support global expansion.

Summary: Reporting to the Associate Director – Corporate Secretarial Services (COE), the Associate– Corporate Secretarial Services (COE) will be an integral part of the team’s success.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Build a relationship with the stakeholders of funds/entities.
• Organisation of Board, Board Committee and shareholder meetings, including the production/ review of materials in advance of such meetings and minutes thereafter.
• Assist with changes to Boards of directors, service providers etc. and the necessary notifications and documents relating thereto.
• Ensure that all actions taken, and agreements entered into by entities, are duly considered and authorised by the Board of directors.
• Assist with the approval of financial statements and assist clients with conflicts of interest registers and Board assessments, if required.
• Provide reporting to the management of the team.
• Update client records.
• Assist with project work, as directed by the management of the team.
• Produce and/ or review draft resolutions, as required.
• Liaise with registered offices in respect of requisite filings to be made for each fund/entity and to make and/or monitor all necessary registrations with governmental and similar agencies in the jurisdiction of each fund.
• Assist with establishing relationships with service providers on behalf of entities.
• Assist with the liquidation process of entities which have ceased trading.
• Assist with the training of other members of the team, if required.
• To assist with any other administrative tasks, in the support of the Company Secretarial team, as may be necessary in the servicing of Company Secretarial client relationships.
• To represent Waystone in a professional manner and enhance the perception of Waystone as client oriented, proactive and dedicated to providing a superior service.

REQUIREMENTS

• A Bachelor’s degree.
• An excellent command of the English language.
• At least two years of relevant work experience.
• The candidate should be self-motivated and will show an ability to work in a demanding and progressive environment, meeting deadlines as necessary.
• Excellent interpersonal and communication skills.
• Highly organised, proactive, accurate and have a sense of responsibility and priority management;