Domiciliary & Corporate Secretarial Assistant recruitment

Northern Trust is one of the world’s leading providers of asset servicing, asset management and wealth management services. With a history of strength and stability, today we are a global leader in combing exceptional service and expertise with innovative products and technology. As of June 30, 2012 Northern Trust had $100 billion in banking assets, $4.6 trillion in assets under custody and $704.3 billion in assets under management worldwide.

In Luxembourg we are a boutique business offering comprehensive asset servicing capabilities. Through our unique positioning we have seen significant business growth and a need to build upon our already high performing team.

PRINCIPAL RESPONSIBILITIES:

Key Tasks

Purpose and main responsibilities

Operational

• Ensure a consistent delivery of service to other departments external parties and clients

Listed companies

• Communicating launches of sub-funds and share classes as well as de-listing sub-funds and share classes to the Listing Agent.  Providing the Listing Agent with AGM Agenda’s and results together with approved Dividend Distribution

Board Meetings

• Assist with the co-ordination of Board documentation and meetings

• Production of Company Secretary Reports

• Minute taking without the assistance of recording meetings.

• Preparation of action points of matters arising

• Issue circular resolutions and circulate for approval as and when required

• Issue of extract to be filed with the trade register

Statutory Records

• Set up and update any checklist, diaries whenever relevant changes occur

• Production and maintenance of all corporate records

• Review of all documents (minutes, docs, etc) prior to scanning and filing

Directors

• Maintenance of Register of Directors

• Arranging all appointments/resignations

• Ensuring completion of director’s letters of eligibility

• Preparation of forms of Alternate/Powers of Attorney

• Ensuring all requisite Registry filing

• Maintenance recording of Directors passports utilities

• Maintenance of external directors fees withholding tax applications

• Directors and Officers insurance

• Producing all required periodic and ad hoc reporting

Annual General Meetings

• Maintenance of AGM schedule

• Production despatch of Notices and proxies

• Collations and chasing re returned proxies

• Arranging physical meetings (resources etc) where applicable

• Attendance at meeting (where applicable)

• Production of minutes

• Issue Extract to be filed for publication at the trade registrar.

Extraordinary General Meetings

• Maintenance of EGM diary and schedule

• Liaising with lawyers and notary, where applicable, re resolutions and other required documentation

• Production despatch of Notices and proxies

• Collations and chasing re returned proxies

• Arranging physical meetings (resources etc) where applicable with the notary

• Attendance at meeting (where applicable)

Secretarial

• All required reports and information

• Certificates of Good Standing etc

• Arranging Notarials / Apostille / Legalisation

• Maintenance, monitoring and payment of invoices

KNOWLEDGE/ SKILLS:

• Exposure in a Domiciliary Corporate Secretarial environment (minimum 3 years experience).

• Strong written and verbal communication skills with proven ability in the English language.

• Previous minute taking or note taking experience would be a distinctive advantage

• Accuracy and attention to detail.

• Effective organisation skills, with the ability to prioritise tasks.

• Ability to work to deadlines and escalate any significant risk issues.

• Ability to work in a team and independently.

• Interest in developing knowledge and skills.

• Word and Excel and associated keyboard skills.

Northern Trust is an Equal Opportunity Employer and committed to building a diverse workforce.

We ensure our policies guide our behaviors to create and maintain a discrimination-free workplace. We support total diversity: gender, age, race, religion, sexual orientation, gender identity, ethnicity, physical disabilities, and marital/family status, among others.  

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