Senior Associate - Corporate Secretarial Services

waystone; Dublin; On-site; EUR 70,000 - 95,000; Full time

Job summary

Waystone is seeking a Senior Associate – Corporate Secretarial Services to manage a portfolio of client entities and deliver high-quality governance services. You will maintain corporate records, support board governance, prepare documentation, coordinate regulatory filings and review colleagues' work to improve efficiency.

The role requires three to four years’ experience in funds-related company secretarial roles, strong English, and proficiency with entity management systems and board

Qualifications

• Three to four years’ experience in funds-related company secretarial roles.
• Strong knowledge of Irish corporate and fund regulations.
• Excellent written and spoken English and ability to work independently.
• Highly organised, proactive and accurate with good prioritisation.
• Experience with entity management systems and board portals is advantageous.

Responsibilities

• Manage a portfolio of client entities and deliver governance services.
• Maintain corporate records, support board governance, and prepare documentation.
• Coordinate regulatory and statutory requirements and review colleagues' work.
• Draft and review resolutions; ensure timely completion and escalation when needed.
• Support annual obligations such as AGMs/EGMs and drive operational efficiency.

Skills

Board governance

Client relationship management

Attention to detail

Time management

Tools

Entity management systems

Board portals

Microsoft 365

Job description

The Senior Associate – Corporate Secretarial Services (COE) is responsible for managing a portfolio of client entities and delivering high-quality corporate governance services. This client-facing role includes maintaining corporate records, supporting board governance, preparing documentation, coordinating regulatory and statutory requirements, reviewing work prepared by colleagues and contributing to operational efficiency.

Key responsibilities:

Client relationship management

Manage a portfolio of clients, ensuring high-quality service and supporting relationship development;

Ensure timely follow-up with relationship managers and board members to support documentation turnaround.

Delivery of services

• Provide Board support activities, including meeting organisation, coordination with attendees, preparation, distribution and/or review of materials, attendance at meetings, drafting and/or review of minutes and managing post-meeting actions;
• Manage administrative tasks, including filings, register updates, document execution and other matters.
• Support annual obligations such as AGMs and EGMs, together with ad hoc corporate secretarial matters such as changes to directors, registered offices and share capital;
• Draft and/or review resolutions and assist with finalisation of resolutions by the Board;
• Take full ownership of delegated tasks, prioritise workload effectively and ensure timely completion.

Operations and controls

• Maintain and update client files and corporate records in accordance with regulatory and internal standards;
• Assist with the evaluation of team processes for greater efficiency and effectiveness;
• Adhere to current Waystone policies and procedures and contribute to the development of jurisdiction-specific policies as needed;
• Participate in team projects as directed by management.

Team support and quality

• Review minutes, resolutions and/or Board packs prepared by other team members;
• Apply required quality‑control checks to work, within the role’s remit, and promptly escalation material errors, risks, missed deadlines or matters requiring senior approval.

Requirements:

• Three to four years’ experience in relevant, funds‑related company secretarial roles;
• Experience using entity management systems, board portals or comparable governance technology would be advantageous;
• Strong knowledge of Irish corporate and fund regulations;
• Highly organised, proactive and accurate, with a strong sense of responsibility and the ability to manage priorities;
• Ability to work independently;
• Excellent written and spoken English;
• Proficiency in Microsoft 365 applications.