Head of Corporate Secretarial Services

2 weeks ago

Dublin, Dublin City, Ireland Waystone Full time

Summary: Reporting to the Head of COE Operations, the Head of Corporate Secretarial Services will be an integral part of the COE's success. The Head of Corporate Secretarial Services will have overall responsibility for the delivery of services to a diverse, complex portfolio of external clients (UCITS and AIF fund vehicles, SPV's and related entities) whilst also servicing in line with internal Service Level Agreements (SLAs) as required. They are responsible for implementing an appropriate operational and governance framework aligned to the Waystone business. This includes best in class service delivery to clients, generating KPI's and MI on a regular and consistent basis for management, detailed capacity planning enabling the team to deliver at maximum efficiency and helping to drive the evolution and digitalization of the Corporate Secretarial Team. The minimum expectation of the role is as set out below.

ESSENTIAL DUTIES AND RESPONSIBILITIESOperations:
  1. Overall responsibility to ensure an appropriate operational and governance framework is in place for the Corporate Secretarial Services team.
  2. Responsibility for the management of the operations of the Corporate Secretarial Services team across multiple jurisdictions.
  3. Ensure the team fulfills its obligations under the relevant client service agreements and SLAs.
  4. Ensure best-in-class client service delivery and overseeing execution of services for clients including, but not limited to, organizing meetings, liaising with meeting attendees, gathering and distributing materials for presentation to the board of directors, and preparation of related board packs, minutes, agendas, corporate documents, agreements and statutory registers etc. Assist with company formation and dissolution; annual company obligations (annual returns, AGMs and other matters); and in the preparation of documents in relation to ad hoc company secretarial requests (e.g. change of director, secretary, registered office and share capital).
  5. Responsible for ensuring capacity planning is in place and assessed regularly for the Corporate Secretarial Services scope enabling the team to deliver at maximum efficiency.
  6. Responsible for ensuring MI and KPI are delivered to management and internal stakeholders.
  7. Responsible for ensuring SLAs are in place as required.
  8. Take on additional duties as and when required.
  9. Lead projects as they arise delegating appropriately.
Strategy:
  1. Responsible for ensuring the operational framework is evolving and proactively leading on the implementation of digitalization solutions for the Corporate Secretarial Services team.
  2. Maintain awareness of the competitive market landscape, industry developments, etc.
  3. Display an in-depth understanding of fund corporate governance practices and regulatory filing requirements and keep abreast of all regulatory changes.
  4. Promote team building and communication through mentorship, collaboration, team events, and committees.
  5. Develop strong working relationships with stakeholders both internal and external.
  6. Collaborate with the business development team and guide them in researching, identifying, analyzing opportunities, and converting them into revenue generating clients.
Leadership:
  1. Oversee and provide strong leadership to the management group to maintain a highly motivated team prepared to meet the demands of an ever-changing and high growth business environment.
  2. Ensure the achievement of targets and strategic initiatives.
  3. Promote team building and communication through mentorship, collaboration, team events, and committees.
  4. Enforce adherence to legal guidelines and in-house policies.
  5. Ensure the company's compliance with legal and business ethics.
  6. Develop strong working relationships with service providers and clients – be a partner to all stakeholders.
  7. Lead, coach, develop and retain Waystone management team with an emphasis on developing capacity in strategic planning and development.
  8. Be a role model for the company culture, lead by example and motivate employees.
  9. Manage and cultivate existing relationships with stakeholders, both internal and external.
  10. Publicly represent Waystone as a business leader in the community.
Business Development:
  1. Develop strategies for establishing partnerships and business relationships to market product offerings and services while also facilitating opportunities across Corporate Secretarial Services.
  2. Help identify market opportunities which will contribute towards the development of new programs and products.
  3. Prepare, deliver, and attend client presentations, demonstrations as well as assisting with the preparation of in-depth proposals and detailed quotes.
  4. Generate business development plans and support in meeting revenue targets.
REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Candidates with cross-transferable skills will be considered.

Education:
  1. ICSA qualified or relevant Legal or Corporate Governance qualification.
  2. Bachelor's degree in a related field is desirable.
Experience:
  1. Minimum of 15 years' company secretarial experience in the funds/financial sector with at least 10 years in a managerial role.
  2. Strong working knowledge of Cayman, Bermuda, Irish, Luxembourg, UK Company Secretary requirements and governance management.
  3. Proven experience working in a fast-paced environment.
  4. Exceptional attention to detail and must be adept at building professional working relationships with senior management and clients.
  5. Highly adaptable with an exceptionally organized approach in addition to having excellent oral and written communication skills.
  6. Excellent knowledge of Microsoft Office and Adobe.
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