Reports to Client Relationship Manager
The purpose of this position is to carry out routine day-to-day administration of corporate and fund structures under the direction of a Client Relationship Manager.
Key responsibilities:
- Build and maintain strong working relationships with clients, colleagues and other business contacts.
- Administration of a range of entities across various corporate vehicles, investment holding companies and fund structuring entities.
- Coordinate all aspects of company secretarial matters including the preparation of agendas, collation and distribution of board packs, obtaining directors availability and drafting minutes and resolutions for routine matters.
- Facilitate the processes of incorporation of entities, liquidations, acquisitions, mergers, refinancing and any other ad-hoc transactions during the lifecycle of the administered client entities. This include preparation/review of relevant documents and liaison with clients, investors, banks, notaries, lawyers, government offices, tax advisors, tax authorities, and any other stakeholders to the transactions.
- Assist with obtaining CDD on shareholders/investors and maintain an up-to-date register for each administered client entities.
- Maintain accurate records for each entity and ensuring that all relevant amendments are made in a timely manner. This includes proper day-to-day filing of documentations into the document management system.
- Ensure regulatory and statutory filings (including but not limited to annual accounts filings, RCS filings, RBE filings, FATCA/CRS, etc.) and other ad hoc filings are made in timely manner.
- Prepare and/or review manual and electronic payment instructions to settle expenses and complete transactions throughout the structures. This includes monitoring and ensuring the timely settlement of liabilities of the administered client entities.
- Assist in ensuring that the administered client entities and team are in compliance with the internal/external policies and procedures (i.e. laws and regulations, checklists, internal audit, etc.) and any other compliance matters.
- Assist with audit of administered client entities.
- Ensure staff are trained on all aspects of entity administration. Act as a mentor to junior staff under the supervision of senior staff.
- Coordinate the tasks allocation and review the work of more junior team members.
Skills, knowledge, expertise:
- Bachelor or Master Degree in Law or Business Administration
- At least 3 to 5 years or previous experience as an experienced Corporate Officer or Paralegal Officer
- Minutes drafting skills are mandatory
- Prior Luxembourg fiduciary experience and corporate portfolio management would be an asset
- The candidate will be expected to be qualified or studying towards a relevant professional qualification (preferably ICSA Certificate level or an accountancy qualification)
- Sound technical financial services knowledge (to be supported through the Aztec Academy)
- Strong knowledge of company and partnership laws, an understanding of trusts would also be beneficial
- Strong interpersonal skills are required to develop close working relationships with colleagues, clients and business contacts
- Computer literacy skills are essential
We will provide the training, both in house for relevant technical knowledge and also for professional qualifications to enhance both your professional development and ability to provide sound administration services. You will need to be quick to learn new systems and great with people, as close working relationships between our colleagues and clients are at the heart of what we do.
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"For all accepted offers of employment with Aztec Financial Services (Luxembourg) S.A, candidates will be required to complete pre-screening requirements, including providing a criminal record certificate (extrait de casier judiciaire)."
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