Trainee Company Secretary ( MSc 2 Year Programme )

Purpose of the role 

Assist with the provision of company secretarial services to a designated number of global funds clients of Ocorian. He/she will take an active role in providing company secretarial services to support existing, new and prospective funds as part of a two-year training programme alongside study for the MSc in Management and Corporate Governance (“MSc”).

The role located in the Belfast office is permanent, working hours will be adapted around required study and requires a current student of the MSc. A comprehensive training programme will be provided with the opportunity for growth within the business with that post-completion of the two-year programme there is the potential of a promotion to Company Secretary. The successful candidate should be a fast learner and willing to develop their knowledge.

Main Responsibilities 

• To assist the Company Secretarial team by undertaking the below outlined tasks and to develop skills and knowledge:
• Ensuring that statutory filings (or other similar jurisdictional requirements) and payment of relevant fees are completed within statutory time frames.
• Co-ordinating the preparation of agendas and board packs and their timely circulation and dispatch in conjunction with the fund administrators and other Company Secretarial team members.
• Preparing agendas, notices, proxies and other supporting documents for General meetings.
• Preparation of announcements, making stock exchange filings and delegated listings functions.
• Ensuring the timely dispatch and collation of proxies where the client entity does not use an external Registrar and liaise with other staff members to ensure a quorum is obtained.
• Liaising with external Registrars in respect of the collation of proxies for relevant client entities.
• Liaising with board members and other relevant parties in respect of meeting arrangements and compliance with formalities.
• Assisting with the timely preparation of Board and Committee meeting minutes for both global funds and corporate entities and liaising with client teams (all levels of staff) for comments prior to wider circulation.
• Providing company secretarial support for the set-up of corporate entities and LPs in various jurisdictions as well as maintaining company records, share and registrar functions and system maintenance.
• Assisting with co-ordinating company secretarial aspects of fund launches. Ensuring adherence to good corporate governance principles concerning all company secretarial matters.
• Ensuring that relevant resolutions are passed to comply with statutory requirements and to create statutory records.
• Inputting changes into the relevant entity administration system, in accordance with agreed procedures and to ensure that corporate documents are scanned and indexed in the Document Management System, in the correct place, in accordance with the filing structure, in addition to general maintenance of corporate documents in hard and soft copy format.
• Taking an active role in maintaining the Meeting Planner and company secretarial calendar as well as maintaining own diary of client related items and ensuring outstanding items are co-ordinated appropriately.
• Providing other related support services and assisting with company secretarial project work as and when required.