Funds Company Secretary – AVP/VP

Jobtailor; Dublin; On-site; EUR 70,000 - 100,000; Full time

Job summary

Jobtailor is seeking an experienced company secretary to join our Dublin-based team. You will provide company secretarial services for a portfolio of regulated funds and Irish companies, ensuring compliance with the Companies Act and governance standards.

The role involves board administration, minute taking, drafting notices and managing filings with the Companies Registration Office and Central Bank of Ireland, while mentoring junior staff and delivering a high-calibre service to clients.

Qualifications

• Seven years of experience as a company secretary in regulated funds.
• Strong knowledge of the Companies Act and governance requirements for regulated entities.
• Experience managing relationships with key stakeholders.
• Proficiency in MS Office and handling PDF documents.
• Attention to detail and ability to multitask in a fast-paced environment.

Responsibilities

• Act as the primary contact for company secretarial services for regulated funds and Irish companies.
• Agree on board calendars, send calendar invitations and diarise agreed dates with the Board of Directors.
• Formulate board meeting agendas reflecting regulatory requirements.
• Collate board papers into a board pack and circulate on schedule.
• Arrange all board meeting logistics and attend meetings to take minutes.
• Draft and circulate draft board minutes and action points on schedule.
• Assist with general meetings, including notices and proxy forms.
• Prepare and submit annual returns and filings to the Companies Registration Office and Central Bank of Ireland.
• Maintain statutory books and records.
• Delegate and manage day-to-day workload of junior team members and train them.
• Ensure application of internal policies and procedures and manage stakeholder relationships.
• Get involved in internal projects and initiatives.

Skills

attention to detail

multitasking

stakeholder management

communication skills

organisational skills

Tools

MS Office

PDF handling

Job description

Responsibilities

• Act as the primary point of contact for the provision of company secretarial services for a portfolio of regulated funds and Irish companies.
• Agree on board calendars, send calendar invitations and diarise agreed dates with the Board of Directors.
• Formulate board meeting agendas that include all regulatory requirements.
• Collate all board papers into a board pack in hard and soft copy for circulation to the Boards in accordance with an agreed timeline.
• Arrange all board meeting logistics.
• Attend board meetings to take detailed board minutes.
• Draft and circulate draft board minutes and action points in accordance with an agreed timeline.
• Assist with general meetings as required, including drafting notice of such meetings, collating proxy forms and ensuring sufficient votes have been received to hold the meeting.
• Prepare and submit annual returns and filings to the Companies Registration Office and to the Central Bank of Ireland as applicable.
• Maintain statutory books and records.
• Effectively delegate and manage the day‑to‑day workload of junior members of the team.
• Assist with the training of junior members of the team.
• Ensure the application of internal policies and procedures.
• Effectively manage relationships with all stakeholders.
• Get involved in internal projects and initiatives.

Requirements

• Experienced company secretary in the regulated funds industry, with a minimum of seven years of experience.
• Strong knowledge of the Companies Act and corporate governance requirements for regulated entities.
• Experience working in a fast‑paced professional environment with a focus on attention to detail and multitasking.
• Experience managing and owning relationships with key stakeholders.
• Proficiency in using the MS Office suite of applications and PDF documents.
• Desire to work in a fast‑paced, client‑facing environment where delivery of a high‑calibre professional service to clients and other stakeholders is of key importance.
• Ability to think on their feet, show attention to detail and resourcefulness, and have strong communication and organisational skills. An enthusiastic attitude will contribute to the candidate’s success.