Are you looking for an exciting opportunity to join a dynamic and growing team in a fast paced and challenging area? This is a unique opportunity for you to work in our team to partner with the Business to provide a comprehensive view.

As a member of the Securities Services team, you will be responsible for filing documents with the RCS, including incorporation documents, annual accounts, and records of changes in company structure. You will collect signatories in accordance with legal and regulatory requirements and store and rename documents on the Company Secretary’s internal promote. You will perform end-of-day administration checks to ensure all client deliverables have been actioned and all communications have been appropriately assigned. You will assist with the preparation, compilation, and dispatch of board papers, and draft meeting minutes and circular resolutions as requested. You will attend board and shareholder meetings to assist with attendance lists and other administrative tasks. You will maintain statutory registers and minute books, ensuring the safekeeping of corporate agreements. You will adopt a flexible approach to meet client deadlines and assist with planning client meetings and visits. You will support internal and external audits by preparing and collating requested documentation and responding to audit queries.

Job responsibilities

• Complete the filing of documents with the RCS (Registre de Commerce et des Sociétés) / Trade and Companies Register) including incorporation documents, annual accounts, and records of changes in company structure.
• Collect signatories in accordance with legal and regulatory requirements (e.g. board resolutions, annual reports, minutes of meetings, legal documents etc.).
• Store and rename documents on the Company Secretary’s internal drive / document management system.
• Perform end of day administration checks to ensure all client deliverables have been actioned; all e-mails received have been assigned; and regular mail received at the registered address has been handled (sent to respective client within 3 business days).
• Assist with the preparation compilation and dispatch of board papers. Draft meeting minutes and circular resolutions on request
• Attend board and shareholder meetings with the client administrator to assist with attendance lists and other administrative tasks.
• Maintain statutory registers, minute books and ensure the safekeeping of other corporate agreements
• Adopt flexible approach to ensure client deadlines are met
• Assist with the planning of client meetings and visits including outlook invitations, attendance lists, room bookings etc.
• Support internal and external audits by preparing and collating requested documentation and responding to audit queries.

Required qualifications, capabilities & skills :

• Interest in working towards ICSA qualified or equivalent legal/company secretarial qualification
• Experience in Microsoft Office suite, excel, word, teams etc.

Preferred Qualifications:

Work experience

• Experience providing administrative administration support to a financial institution or legal firm

would be advantageous)

• Exposure to cross-jurisdiction company secretarial requirements (e.g., Luxembourg or UK) is a plus.

Interpersonal Skills

• Excellent presentation interpersonal and communications skills - both written and oral
• Excellent analytical judgment and prioritization skills
• Ability to liaise effectively with peers and clients at various levels of seniority
• Must be pro-active and responsive
• Organised, accurate and efficient.

Additional information

• The individual should be self-motivated, innovative, analytical and be able to work well on their own or within a team environment.
• Based in Mumbai; may require flexible hours to accommodate time zones and client deadlines.
• Minimum of 1-2 years proven experience as administrative assistant
• Excellent presentation, interpersonal and communications skills - both written and oral
• Ability to liaise effectively with peers and clients at various level of seniority
• Must be pro-active and responsive
• Must have the ability to work accurately under pressure and to tight deadlines