Job Summary
The 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.
Advisory & Risk Management
- 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.