Senior Administrator - Company Secretary

The Apex Group was established in Bermuda in 2003 and is now one of the world's largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally, and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hardworking team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide. Your career with us should reflect your energy and passion.

That's why at Apex Group we will do more than simply empower you. We will work to supercharge your unique skills and experience.

Take the lead and we'll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold industry-changing realities.

For our business, for clients, and for you.

Role summary:

We are seeking a Senior Administrator to provide administration and Company Secretarial services to a client portfolio under the direction of an Assistant Manager, ensuring all relevant statutory obligations are met. The role is client-facing, with the Administrator required to act as the first point of contact for clients, intermediaries, C-Suite executives, and other third parties. The role will require the Administrator to build an understanding of their client structures and the regulatory environment in which they operate. The role would be suited to an individual with an interest in developing their knowledge in the fields of Corporate Governance and Company Law.

Key responsibilities:

1. Provide daily support and guidance to junior members of staff, providing on-the-job training and acting as first reviewer of work produced;
2. Ensure that all statutory filing is completed in accordance with deadlines set out in relevant legislation;
3. Ensure minute logs are maintained accurately and updated in a timely manner as required;
4. Lead training sessions for other members of staff on topics as agreed with Assistant Manager;
5. Ensure statutory records (Register of Members, Register of Directors, etc.) are accurately maintained at all times;
6. Telephonic attendance at board meetings and first review of minutes following quarterly board meetings;
7. Coordinating full board meeting process from preparation of board packs through to timely signing of minutes and updates of action point logs;
8. Ensure actions noted in board meetings are completed in a timely manner;
9. Ensure timely signing of minutes following meeting in accordance with pre-agreed deadlines;
10. Manage billing process on agreed clients and identify opportunities to bill outside of clients' fee agreement;
11. Assist with the coordination of recurring and ad-hoc projects requiring input from the Debt team and ensure completion in line with pre-agreed deadlines;
12. Act in the best interests of the division by supporting team members.

Skills / experience:

1. Holding or studying towards a professional qualification such as ICSA, CSSA, or equivalent;
2. Minimum of 3 years experience in a Company Secretarial or fund administration role;
3. Minute writing experience;
4. Proficient user of Microsoft Office Suite;
5. Excellent interpersonal skills; experience in supervising others preferable but not essential;
6. Experience operating in a team environment;
7. Excellent attention to detail and high levels of accuracy;
8. Excellent communication and organization skills;
9. Learn and understand Luxembourg's legal and regulatory requirements over time;
10. Acquire an understanding of Private Debt through continuous professional development;
11. Motivated and driven.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.