Assistant Manager, Corporate Secretarial

This is an exciting opportunity to become a key member of our team and to participate in the growth of the Corporate Secretarial function. The role is responsible for servicing European corporate secretarial clients in Southampton and working closely with the team in Luxembourg.

What You’ll Be Doing

• Review and Approve Deliverables from Junior Staff: Take primary responsibility for reviewing, correcting, and approving the deliverables prepared by less senior team members, ensuring the accuracy, quality, and compliance of all documents.
• Oversee and Draft Complex Documentation: Take full responsibility for drafting and overseeing the creation of complex minutes, agreements, and resolutions for high-value, multi-jurisdictional client portfolios, providing guidance and oversight to the team.
• Lead Client Portfolio Management: Independently manage and supervise the administrative and legal formalities for a wide range of highly complex client portfolios, ensuring full compliance with legal and regulatory frameworks.
• Organize and Oversee High-Level Meetings: Lead the organization of board and general meetings for significant clients, preparing intricate legal documents such as minutes, proxies, and convening notices, and ensuring seamless governance processes.
• Supervise Document Execution and Deadlines: Take ownership of coordinating the signatures of transaction documents, ensuring all filings and documentation are processed within the prescribed deadlines and adhering to compliance standards across multiple entities.
• Mentor and Lead Corporate Administration Teams: Provide leadership and mentorship to junior team members, supporting their development and ensuring their deliverables meet the company's quality standards.
• Ensure Compliance with Legal Requirements: Lead the process of obtaining extracts from the RBE and RCS, ensuring compliance with all regulatory obligations and proactively monitoring any changes in Luxembourg corporate laws and regulations.
• Provide Strategic Client Support: Serve as the primary point of contact for high-value clients, providing expert advice on corporate governance and ensuring efficient communication with stakeholders.
• Manage High-Level Administrative Tasks: Oversee complex filings, regulatory submissions, and advanced administrative tasks, ensuring meticulous attention to detail and the highest level of professionalism in all dealings.
• Drive Process Improvements: Identify opportunities to enhance operational efficiencies within the corporate administration team, ensuring best practices and streamlined processes across the department.
• Contribute to Business Development: Support the client onboarding process and play a key role in building long-term relationships with high-value clients, positioning the company as a trusted advisor in corporate governance and fund management.
• Work effectively with internal stakeholders: Build positive working relationships with internal stakeholders across our offices, to ensure efficient and best-in-class service for our clients.

The ideal background for this role

• In-depth knowledge of Luxembourg corporate laws, structures, and regulations.
• Strong leadership and interpersonal skills, with a proven ability to mentor and guide junior staff while fostering a collaborative team environment.
• Proven ability to work autonomously, manage complex portfolios, and provide strategic advice to clients and teams.
• Advanced organizational and project management skills, complemented by a proactive approach to problem-solving.
• Fluent in English (verbal and written), with proficiency in other languages, particularly French or German, considered an asset.
• High proficiency in Microsoft Word, Excel, and Outlook, with experience in using corporate management software.
• 5+ years of experience in corporate administration or legal compliance, ideally within Luxembourg fund management or a similar field.
• Demonstrated ability to manage high-profile, complex portfolios and lead teams to deliver quality results.
• Proven experience in reviewing, correcting, and approving the work of junior team members, ensuring compliance with internal and regulatory standards.
• Track record of delivering high-quality work and maintaining strong client relationships.

Role Location / Hybrid Schedule

This role is based in our Southampton office. Although the nature of most of the roles within Gen II cannot be classed as totally flexible, there is scope in some cases for a form of Agile Working. The different ways in which Agile Working can be undertaken is dependent on the demands and needs of the business, the office space available and the individual’s preferences and circumstances.

Seniority level: Mid-Senior level

Employment type: Full-time

Job function: Administrative