Company Secretary

We are looking for a Company Secretary Administrator to join our Dublin-based Company Secretarial team. This role provides Company Secretarial services to the Dublin Financial Services team, working closely with partners, associates and other professionals on funds-related matters. This is a busy client-facing role that will require a knowledgeable, confident professional who can deliver high quality work and outstanding client service.Job DescriptionWe are looking for a Company Secretary Administrator to join our Dublin-based Company Secretarial team. This role provides Company Secretarial services to the Dublin Financial Services team, working closely with partners, associates and other professionals on funds-related matters. This is a busy client-facing role that will require a knowledgeable, confident professional who can deliver high quality work and outstanding client service.Summary of dutiesManage a portfolio of investment fund clientsEstablishing a summary of matters reserved for decision by the BoardScheduling meetings, assisting with the preparation of agendas, providing guidance on board paper content, ensuring timely delivery of papers; recording board decisions clearly and accurately, pursuing follow up actions and reporting on matters arisingEnsuring board committees are consulted in compliance with relevant legislation, regulation and guidanceFacilitating good information flows between board members and fostering effective working between executive and non-executive directorsDeveloping a proactive relationship with board members, providing a source of information and advice, and acting as the primary point of contact with non-executive directorsHelping develop and support board performance evaluations as necessaryLiaising with service providers - Administrator, Custody, Investment Manager, Marketing, Lawyers, MLRO and Auditor reports with expected dates of reports / materials for board packs and follow up as necessaryEngage with external company secretariesMaintain statutory registers and minute booksAppointed System Administrator for the Central Bank’s online systemProvide all documents necessary to auditors for year-end accountsFile CRO forms and relevant documents in timely mannerPrepare and file annual returns in a timely manner (management companies)Organise execution of documents in between board meetingsArranging notary, apostilling and consularisation of applicable documents between meetingsDrafting share certificates and arranging execution of sameMaintenance of KYC documents, directorship logs and required fitness and probity informationCarry out quarterly internal audits of files to ensure all in orderMaintenance of office-wide calendar (electronic and wall mounted) – ensure no scheduling conflicts, room tracker conflicts etc.Prepare draft template agenda based on financial year end for all files (example: 31/12 year end – interim accounts approved at February meeting, annual accounts, FDI report and updated /KIID approved at October meeting)Assisting and mentoring junior staff member and the team’s administrative assistantManaging the convening and conduct of the AGM and any EGMs together with ancillary documentation such as resolutions, proxy forms and shareholder circularsEnsuring that the necessary disclosures on corporate governance and the workings of the board and its committees are included in the annual reportEnsuring that the requisite types of governance information are made availableImplementing procedures to help directors discharge their statutory and regulatory duties as contained in legislation, regulation, guidance and fund documentation including without limitation the relevant prospectus, business plan and risk management documentationKeep abreast of relevant legislative, regulatory and governance developments and ensure that the team and boards are briefed on the sameEnsure that all relevant legislation, regulation and corporate governance codes guidance is adhered to by the team and relevant boards including the Corporate Governance Code for Collective Investment Schemes and Management CompaniesDraft meeting agendas – soliciting and collating commentsPrepare execution copies of documents/agreements to be signed at meeting under seal or otherwiseManage CORE accountPrepare engagement letters for new clientsAny other ad hoc requests or project work as reasonably requested.Knowledge, skills and abilitiesEnglish fluency at native or bilingual levelExcellent interpersonal and organisational skillsHigh attention to detail and ability to multi-taskAbility to prioritise and coordinate workAbility to maintain confidential informationAbility to complete assignments within agreed deadlines by prioritising workloadAbility and willingness to learn new skills as they become necessaryPractice and foster an atmosphere of teamwork and cooperationExcellent computer skills (preparing pdf board packs, typing detailed minutes etc)Applies highest standards of integrity, honesty and ethics in dealings with othersEmotionally intelligentEducation and ExperienceMust be ICSA qualified and have at least 3 years experience, preferably gained within a law firm.Exposure to Investment Funds preferableDechertDechert is a global law firm, focused on sectors with the greatest complexities, legal intricacies and highest regulatory demands, we excel in delivering practical commercial judgment and deep legal expertise for high-stakes matters.We value openness, communication, integrity and honesty, thriving on the individual and collaborative efforts that are essential to producing excellent results.At Dechert, we are committed to attracting a diverse group of highly talented individuals from all sources, regardless of background. We seek to hire men and women with sharp minds, a passion for learning and the skills to deliver a level of client service that is distinctively Dechert.Dechert is committed to ensuring equal employment opportunity and non-discrimination. We are proud of our Firm and want everyone to feel welcome with an equal opportunity to excel. Thank you for your interest in Dechert.Additional Job Description