Company Secretarial Services Officer

Finco Group

  • Malta Island
  • Permanent
  • Full-time
  • 17 days ago
JOB SUMMARYThe Company Secretarial Officer will provide corporate secretarial support to client companies. Working closely with the Co-Sec Manager, the Officer will assist in delivering high-quality services while ensuring compliance with Maltese company law, MFSA regulations, and CSP standards. The role involves supporting client-facing activities, managing statutory filings and registers, coordinating meetings, and contributing to governance and compliance requirements.DUTIES AND RESPONSIBILITIES include:Team and Organisational Support
  • Provide day-to-day support to the Co-Sec Manager in the management of corporate secretarial matters.
  • Assist with the coordination and delivery of services across the Co-Sec team.
Client Service & Relationship Management
  • Support clients with routine company secretarial requirements and governance advice.
  • Assist with the onboarding of new clients and assisting with obtaining updated KYC/AML documentation.
  • Build and maintaining strong client relationships while ensuring service delivery aligns with regulatory expectations.
  • Serve as a liaison between clients and regulators, auditors, and external stakeholders, ensuring clear communication and governance alignment.
Company Secretarial & Governance
  • Manage and update statutory registers, including registers of members, directors, secretaries, beneficial owners, and debentures.
  • Draft and prepare standard governance documents, such as agendas, minutes, resolutions, and board packs.
  • Prepare notices, manage proxies, confirm quorum and ensure compliance with the Companies Act and Articles of Association, for upcoming Board and Shareholder meetings.
  • Assist with the incorporation, restructuring, striking off, or liquidation of client companies.
  • Certify corporate documents and resolutions as required.
  • Ensure accurate corporate record-keeping and securing maintenance of statutory records for client entities.
Regulatory & Compliance Support
  • Assist in the preparation and submission of statutory filings with the Malta Business Registry (MBR) within prescribed deadlines.
  • Support regulatory submissions and inspections.
  • Support the provision of governance advice to clients.
  • Contribute to the identification and management of risks in company secretarial and governance matters.
  • Ensure confidentiality, legal accuracy, and integrity in all client interactions and documentation.
QUALIFICATIONS AND EXPERIENCE
  • A University degree or equivalent professional qualification.
  • Experience in a corporate secretarial or company governance role, ideally within a CSP or professional services environment.
SKILLS AND COMPETENCIES
  • Expertise in the Maltese Companies Act and contemporary corporate governance practices.
  • Exceptional organisational and drafting skills, with the ability to produce precise corporate documentation.
  • Strong command of electronic execution platforms (DocuSign/QES) considered an asset.
  • Highly developed communication skills.

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