Company Secretarial Administrator

About the role

Northern Trust is hiring a Company Secretarial Administrator in its Corporate and Domiciliary Services department in Luxembourg. The Administrator reports directly to the team leader and manages her or his own portfolio of regulated and unregulated fund clients (such as UCITS, UCIs, SIFs, SICARs, RAIFs and SCSp set up as SARLs, SA, SCA, SCS, SCSps, FCPs etc.), ensuring efficient service in line with company and departmental procedures.

Key responsibilities

• Manage the statutory requirements of a portfolio of Luxembourg (and other jurisdiction) listed and unlisted entities, with supervision
• Maintain statutory books and regulatory filings for the assigned clients
• Organise, prepare agendas for and attend client board, investor and committee meetings, and produce minutes, action points and follow-up within agreed deadlines
• Review corporate documentation (articles, agreements, prospectuses, financial statements, SLAs) from a corporate secretarial perspective
• Liaise with clients, regulators, lawyers, notaries, embassies, delivery managers and operational teams
• Attend on-boarding and client service review meetings, and carry out ad hoc tasks

Required profile

• University qualification
• In-depth experience in a Luxembourg corporate environment
• Fluent English; French and/or German is advantageous
• Experience attending large board meetings and taking minutes under tight deadlines
• Knowledge of the Luxembourg corporate law (Laws of 1915)
• Experience with regulated and unregulated vehicles such as RAIFs, SIFs, SICARs, SCSp, SCAs/SA/Sàrl, SICAVs, FCPs and management companies
• Familiarity with the Luxembourg legal environment and client-facing situations

Required skills

• Strong drafting skills in English
• Knowledge of the LBR platform and/or ability to perform RCS and RBE filings
• Microsoft Outlook and Office
• Diligent Boardbooks or similar board packaging software is an advantage
• Attention to detail, organisational skills and ability to prioritise and escalate risks
• Ability to work autonomously and in a team