Senior Associate - Corporate Secretarial Services (COE)

About Waystone

Waystone is a leading asset-servicing solutions provider of institutional governance, administration, risk and compliance services to financial institutions. With over 25 years’ experience and a comprehensive range of specialist services to its name, Waystone helps our clients structure, operate and grow through our expertise, innovation and digitisation, backed by the operational scale to support global expansion.

Summary:

The Senior Associate – Corporate Secretarial Services (COE) will be an integral part of the team’s success. This role is responsible for working on a single client relationship, with a complex portfolio of underlying client entities (ensuring compliance with regulatory requirements, overseeing corporate documentation and supporting board governance processes), assisting with the delivery of services within a team, managing multiple underlying client relationships and reviewing work produced by others within the teams servicing this single client and its underlying relationships. Key responsibilities include collating and/or producing Board materials and minutes, and maintaining statutory records. The role also involves client relationship management and contributing to strategic initiatives such as project work and process improvement. Strong organizational, communication and regulatory knowledge are essential for success in this position.

Key responsibilities:

• Manage a complex portfolio of underlying clients, within a single client relationship.
• Manage operations for that portfolio, ensuring delivery within the team’s specified timeframes and procedures;
• Support board support activities, including meeting organisation, coordination with attendees, preparation, distribution and/or review of materials, drafting and/or review of minutes and managing post-meeting actions;
• Compile management information, team performance and KPI tracking for management;
• Maintain and update client files and corporate records in accordance with regulatory and internal standards;
• Provide guidance, training and mentorship to team members and members of the wider Corporate Secretarial Services team, if required;
• Manage administrative tasks including regulatory filings, RBE register updates, RCS deposits, document execution and safekeeping and legalisation processes;
• Support company lifecycle events such as formations, dissolutions and annual obligations (AGMs, EGM) as well as ad-hoc corporate secretarial matters (e.g., changes to directors, registered office and share capital);
• Take full ownership of delegated tasks and actively contribute to team success;
• Draft and/ or review resolutions and other corporate documentation and manage execution;
• Prioritise workload effectively, identifying and escalating scheduling conflicts or delays as needed;
• Exhibit strong attention to detail and excellent communication skills;
• Be flexible and willing to take on additional responsibilities as required;
• Assist with the drafting of processes and procedures, as necessary.
• Provide support to colleagues when capacity allows and communicate availability to management;
• Assist with inbox monitoring and task processing during team absences;
• Ensure timely follow-up with relationship managers and board members for documentation turnaround;
• Adhere to current Waystone policies and procedures;
• Contribute to invoicing and fee-related activities;
• Assist with, or in some instances, manage projects impacting team operations.

Requirements:

• You (preferably) hold a degree in Business or Law or equivalent experience with a focus on company secretarial services
• You have a minimum of 4 years of experience in relevant, funds related company secretarial roles
• You have a strong knowledge of Luxembourg corporate and fund regulations
• You are highly organised, proactive, accurate and have a sense of responsibility and priority management
• You are able to work independently
• You are fluent in English (written and spoken)
• You are proficient in MS Office (Word, Excel, Outlook, and Teams).