Following a merger with Estera in early 2020, Ocorian are one of the largest providers of fund, corporate and private client services in the market, recognised by our clients and the industry for exceptional client service and value and known for strong and sustained growth.
As a combined business we manage over 17,000 structures for 8000+ clients with a global footprint operating from 18 locations, scale which offers all our people great opportunities to develop their knowledge and skills and to progress their careers.
Purpose of the job
Responsible for providing company secretarial services to a portfolio of clients of Ocorian Administration (Guernsey) Limited. The role will include providing company secretarial services to existing and prospective new funds, working with the relevant listing authorities, and ensuring the compliance with corporate governance codes, principles of best practice and company secretarial procedures. The role will also involve undertaking work on behalf of other operating companies, particularly in respect of Guernsey Registry filings and The International Stock Exchange (“TISE”) Listing Sponsor duties.
Main responsibilities
- To convene, attend board and committee meetings.
- To liaise with Board members and other relevant parties in respect of meeting arrangements.
- To manage the timely preparation of agendas, action points and minutes arising from each meetings.
- To provide company secretarial support for the set-up of corporate entities and LP’s in various jurisdictions as well as maintaining company records, share and registrar functions and system maintenance.
- To ensure adherence to good corporate governance principles concerning all Company Secretarial matters.
- To prepare listing applications and monitor the continuing obligations of Issuers listed on TISE where Ocorian act as Listing Sponsor/Agent.
- To make stock exchange announcements as and when required.
- To co-ordinate the preparation of board packs and their timely circulation and dispatch in conjunction with the fund administration teams.
- To ensure good levels of communication with client teams (all levels of staff).
- To prepare notices, proxies and other supporting documents for General Meetings, including liaison with relevant legal advisors.
- To ensure the timely dispatch and collation of proxies where the client entity does not use an external registrar and liaise with the relevant administration team to ensure a quorum is obtained.
- To liaise with external Registrars in respect of the collation of proxies for relevant client entities.
- To ensure that statutory filings and payment of relevant fees are completed within statutory time frames.
- To ensure that databases and Document Management Systems are maintained in accordance with agreed procedures.
- To maintain the Company Secretarial Meeting Planner and Calendar and other Team schedules.
- To assist in co-ordinating Company Secretarial aspects of new client take-on procedures.
- To ensure that the funds meet their on-going statutory and regulatory requirements / continuing obligations.
- To undertake projects within the Team to enhance procedures and assist in the management of regulatory and legislation developments.
- To provide other related support services as and when required.
Knowledge, skills and experience
- At least 5 years’ experience working in a Company Secretarial area, fund administration or similar environment.
- Knowledge of UKLA Listing Rules, MAR, TISE Listing Rules and the local regulatory framework.
- Qualified ICSA (or training toward this qualification) would be an advantage.
- Good experience of writing concise and accurate minutes.
- The ability to work under pressure and to deadlines.
- The ability to gain a good knowledge and awareness of the professional services provided by Ocorian.
- Very good working knowledge of Microsoft Office, particularly Word, Excel, Adobe, Outlook and other software packages including, Board Intelligence and Virtual Boardroom.
- A working knowledge and experience of Viewpoint and/or other systems would be desirable.
- Excellent communication skills and the ability to work well within a team as well as on own initiative.
- The ability to keep clear and concise records and to add value to the Company Secretarial role.
- Motivated, efficient and well organised.
ADDITIONAL INFORMATION
All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful. These are:
- We are AMBITIOUS - We think and act globally, seizing every opportunity to support our clients and staff - wherever in the world they may be.
- We are AGILE - Our independence from any financial institution gives us the flexibility and freedom to keep things simple, efficient and effective.
- We are COLLABORATIVE - We take the time to understand our clients' needs so that we can deliver personalised solutions every time.