Securities Services – Company Secretary Associate

Associate supporting corporate governance, meetings, filings, and EMEA compliance in Security Services.

As Associate within the Security Services Company Secretary team you will be responsible for end-to-end corporate governance support across board and shareholder meeting activity, ensuring high-quality documentation, accurate minutes, and timely follow-up on actions. You will coordinate meeting calendars and agendas with clients and stakeholders, while preparing written resolutions and supporting documentation. You will manage statutory and regulatory filings across EMEA jurisdictions and maintain robust document and database controls. You will help ensure adherence to operational risk processes and support audit planning and coordination. You will adopt a client-first approach to consistently meet deadlines and service expectations.

• Job responsibilities

  • Review board and committee papers for completeness, quality, and agenda compliance.
  • Prepare board and committee meeting agendas in conjunction with the client.
  • Maintain and update board and committee meeting calendars.
  • Attend meetings and draft accurate minutes and action lists.
  • Draft ad hoc written resolutions as required.
  • Prepare notices and ancillary documentation for AGMs/OGMs and draft related minutes.
  • Organise EGMs, coordinating with notaries and client legal advisors on documentation.
  • Collect and track required signatories in line with legal and regulatory requirements.
  • Prepare statutory and regulatory filings across EMEA (Luxembourg, Ireland, UK, Jersey, Guernsey).
  • Ensure compliance with operational risk processes/controls and support audit planning and coordination.

• Required Qualifications, Skills and Capabilities

  • Experience providing corporate governance / company secretarial support to boards and committees.
  • Proven ability to draft meeting minutes, action logs, and written resolutions.
  • Working knowledge of statutory and regulatory requirements impacting governance activities.
  • Experience preparing AGM/OGM notices and supporting shareholder meeting processes.
  • Experience coordinating EGMs with external stakeholders (e.g., legal advisors, notaries).
  • Experience preparing statutory and regulatory filings across EMEA jurisdictions.
  • Strong attention to detail with ability to quality-check governance papers for accuracy/completeness.
  • Strong organization and time management to deliver to multiple deadlines.
  • Understanding of operational risk processes & controls and ability to identify/remediate issues.
  • Ability to maintain databases and document management systems per agreed procedures.

• Preferred Qualifications, Skills and Capabilities

  • Qualification in company secretarial/corporate governance (e.g., CGI/ICSA) or equivalent.
  • Experience reviewing work of other team members for accuracy and control.
  • Experience supporting domiciliation/registered office services (e.g., mailbox monitoring).
  • Exposure to governance and filings across Luxembourg, Ireland, UK, Jersey, and Guernsey.
  • Confidence attending meetings and acting as proxy holder / providing meeting bureau support.
  • Experience supporting audit planning and coordination.