Administrator - Corporate Secretarial

2 days ago

Cape Town, South Africa JTC Group Full time

**ROLE OVERVIEW**

**PURPOSE OF JOB**

The role is to administer and provide Company Secretarial services, with support, to a client portfolio to ensure the structures within the portfolio meet all statutory obligations and adhere to all relevant legislation. The purpose of the role is to ensure that all of the, internal JTC processes are adhered to, and the highest quality of professional services is provided to all clients.

The employee will be required to act as the first point of contact for clients, intermediaries and colleagues in other jurisdictions.

**RESPONSIBILITIES AND DUTIES**

The role is to provide administrative support to the wider Institutional Client Services team, through attending to daily tasks on an assigned portfolio of clients, where the employee will be the main point of contact for internal and external stakeholders on portfolio.
- Prepare documentation for signature, through identification of key risks and mitigants.
- Organize and attend board meetings.
- Take and draft minutes following board meetings.
- Ensure filing deadlines are met.
- Maintain statutory records, as required by the relevant legislation.
- Updating and maintaining board meeting calendars and schedules.
- Build relationships with clients and intermediaries.
- Any other ad hoc administrative tasks required to support the team.
- Follow processes and procedures, working according to set quality standards and controls.
- Company and trust registration.
- Attend to statutory requirements and maintenance of companies, trust and funds.
- Prepare and arrange board/trustee/shareholder meetings, including facilities to support such meetings.
- Prepare and distribute shareholder notices.
- Prepare and arrange resolutions or minutes as required.
- Prepare and arrange for minutes and agreements to be signed.
- Prepare and ensure changes to offering documents are adopted and longed in line with regulatory guidelines and requirements.
- Manage anti-money laundering queries.
- Meet personal and team targets as the needs arise.
- Maintain a strong work ethic and is diligent, self-sufficient, proactive, honest, professional, flexible and contributes towards a high team morale.

**ESSENTIAL REQUIREMENTS**
- Relevant legal qualification (LLB).
- Minimum 1-3 years’ relevant experience, within the corporate, legal, fiduciary, fund and trust services (or relevant equivalent) legal sector, with a strong and sound knowledge of the administration, co-ordination and servicing clients within the company secretarial (or relevant equivalent) field.
- Working knowledge and experience in operational requirements such as AML, FATCA, FICS, CRS, OECD and PEP’s will be an advantage.
- Has the ability to work in a team as well as independently as the need arises.
- An understanding of delivering within core deadlines and can discern urgency and work under pressure.
- Strong attention to detail and accuracy.
- Organizational skills and ability to coordinate external parties.
- Report writing (drafting and formatting thereof).
- Ability to think critically and interpret information from several sources.
- Knowledge of Microsoft packages, including Excel, Outlook and Word.
- Ability to type and prepare minutes of Board meetings.

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