Securities Services - Company Secretary - Associate

Job Summary:

J.P. Morgan is seeking to recruit an experienced/qualified company secretarial professional to take direct responsibility for the provision of company secretarial services, and provide day-to-day company secretarial management to our client companies. The role covers board and shareholder meeting management, statutory and regulatory compliance, governance advisory, risk and control oversight, and client relationship management across multiple jurisdictions.

Job Responsibilities:

Board meetings

• Review, prepare, and quality-check board and committee papers; ensure completeness and compliance with agenda requirements. Maintenance and update of board and committee meeting calendar.

• Board and Committee Meetings including preparation of agenda in conjunction with the client.

• Attend meetings and prepare minutes, including action lists.
• Maintenance and update of board and committee meeting calendar.
• Drafting of ad hoc written resolutions.

Shareholder meetings

• Prepare notice and ancillary documentation for annual general meetings (AGMs) and ordinary general meetings (OGMs). Drafting minutes of AGM and OGMs.

• Organising of Extraordinary General Meetings (EGMs) with notaries and co-ordination of documentation with client’s legal advisors and notaries.
• Meeting attendance, acting as proxy holder, provision of the bureau.

Operational

• Collection of signatories in accordance with legal and regulatory requirements (board resolutions, annual accounts, minutes of meetings, legal documents etc).

• Corporate governance assistance to the board / client, to ensure compliance with statutory and regulatory requirements.

• Assistance with domiciliation services rendered, including provision of registered office including mailbox monitoring.

• Preparation of statutory filings and regulatory filing across EMEA (Luxembourg, Ireland, UK, Jersey and Guernsey).

Client/Service Delivery

• Adopt flexible approach to ensure client deadlines are met.

• Recommend and/or initiate corrective action when service levels fall short of standard

Control/Risk

• Ensure full functional understanding of (and compliance with) operational risk processes & controls.

• Identify and remediate any risk issues in accordance with internal risk policies .

• Supervise the preparation of procedures & checklists and conduct ongoing review of existing procedures & checklists.

• Reviewing work of other team members for accuracy and control.

• Ensure that databases and document management systems are maintained in accordance with agreed procedures.

• Drive audit planning and co-ordination.

Required qualifications, capabilities, and skills:

• Proven work experience as a Company Secretary or Corporate Officer in Luxembourg in a similar role.

• Experience in Alternative Investment Funds and SPVs.

• Excellent written and oral communication skills in English.

• Knowledge and experience of company law, secretarial standards and governance, and statutory compliances is required.

• The individual should be self-motivated, innovative, analytical, with the ability to work independently or within a team environment.

• 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.

• Fluent spoken and written English or language skills

• Strong working knowledge of Microsoft Office, particularly Word, Excel, Outlook as well as other software packages such as Docusign and Diligent Board Books.

Preferred Qualifications, Capabilities and Skills:

• ILA - Luxembourg Institute of Governance or the Chartered Governance Institute UK & Ireland (ICSA) qualified; undergraduate law degree is an advantage.
• Technical knowledge of Guernsey and Jersey legislation and regulations would be an advantage.
• Fluency in French is an advantage.
• Experience providing company secretarial support to UK listed investment trusts & companies or Cayman/Delaware domiciled companies including private equity vehicles would also be beneficial.