Corporate Secretarial, Assistant Manager

Corporate Secretarial Assistant Manager
Sydney
Monday – Friday, 09:00 – 17:30
Hybrid 

Intro:

The Assistant Manager shall coordinate and supervise company secretarial services to clients, ensure the quality of work and run board meetings (including preparation of minutes). The Assistant Manager shall work closely with the team on the daily activities for all company secretarial related matters, including company formation, maintaining governance structures, completing statutory filings, and non-statutory and compliance related matters. 

Given the significant growth of our funds portfolio, experience in trust administration, including the maintenance of registers, distributions, and trustee resolutions, would be viewed favourably.

Some of the things you’ll be doing:

Client Management and Client Service

• Assist in managing company registers, preparing and lodging ASIC forms, drafting resolutions and other statutory documents, monitoring ASIC debt status and ensuring compliance with corporate governance standards.
• Coordinate and lodge forms with ASIC for changes of company details, ensuring timely and accurate submissions.
• Prepare and organize meeting packs for board meetings and committees, ensuring consistency, clarity, and high-quality materials
• Provide excellent services to clients by addressing their inquiries promptly and professionally
• Oversees all requested tasks and responsible for a portfolio of clients, handling a wide range of company secretarial related duties including but not limited to
  • Incorporation and deregistration of companies 
  • Preparation of minutes, resolutions and attending client meetings
  • Updating and maintaining statutory filings and corporate records
  • Changing in shareholdings and directorships
• Assist in managing trust registers and drafting trustee resolutions
• Provide advisory service to clients on company secretarial matters
• Handle non statutory matters such as due diligence on clients and opening of bank accounts, etc.
• Ensure timely billing of account through correct time writing and support cash collection 

Compliance 

• Gather the necessary KYC documents for internal onboarding processes and periodic reviews
• Assist in the periodic compliance review of companies and trusts, ensuring adherence to all relevant frameworks and regulatory requirements 
• Monitor the overall set-up/acceptance process of new clients
• Actively monitor transaction of the companies in the portfolio 
• Monitor and ensure progress of internal compliance obligations of the team to be reported to local/ group compliance on a regular basis
• Ensure compliance with up-to-date legal and regulatory standards

Team Management

• Supervise, guide and support the team to provide professional company secretarial services to clients
• Enhance the company secretarial practical skills in the team 
• Provide technical training and share knowledge to team members

What technical skills, experience, and qualifications do you need?

• Qualification in Corporate Governance or diploma/degree in related disciplines (law, accounting, business and finance)
• Practicing Chartered Secretary qualification with ICSA would be a plus
• Minimum 5 years of relevant experience in a similar position, preferably in a legal, corporate secretarial or financial services environment
• Experience in trust administration would be considered a strong advantage
• Strong communication skills, with the ability to manage multiple tasks efficiently and within deadlines
• Excellent time management skills, attention to detail, and the ability to prioritize and execute tasks effectively
• Ability to work independently to manage company registers, prepare documentation, and liaise with regulatory bodies
• Solid client facing experience and experience on attending board meetings in person and preparing board minutes