Job Summary
The Company Secretarial Services 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:
Client Service & Relationship Management
- Acting as a point of contact for assigned clients, responding to queries in a timely and professional manner.
- Supporting clients with routine company secretarial requirements and governance advice.
- Assisting with the onboarding of new clients and assisting with obtaining updated KYC/AML documentation in the case of share transfers / share allotments and chasing for any missing / expired KYC documentation.
- Building and maintaining strong client relationships while ensuring service delivery aligns with regulatory expectations.
- Serving as a liaison between clients and regulators, auditors, and external stakeholders, ensuring clear communication and governance alignment.
Company Secretarial & Governance
- Managing and updating statutory registers, including registers of members, directors, secretaries, beneficial owners, and debentures.
- Maintaining statutory registers and ensuring accurate corporate record-keeping for client entities.
- Drafting and preparing standard governance documents, such as agendas, minutes, resolutions, and board packs.
- Preparing notices, managing proxies, confirming quorum and ensuring compliance with the Companies Act and Articles of Association, for upcoming Board and Shareholder meetings.
- Assisting with the incorporation, restructuring, striking off, or liquidation of client companies.
- Certifying corporate documents and resolutions as required.
- Ensuring accurate corporate record-keeping and securing maintenance of statutory records for client entities.
Regulatory & Compliance Support
- Assisting in the preparation and submission of statutory filings with the Malta Business Registry (MBR) within prescribed deadlines, including MBR Forms, constitutional amendments, and annual returns.
- Supporting regulatory submissions and inspections, including interactions with the MBR and Malta Financial Services Authority (MFSA).
- Monitoring statutory deadlines to ensure timely filings and prevent regulatory defaults or penalties.
QUALIFICATIONS
- Prior experience in corporate services, legal support, or a company secretarial role within a CSP, law firm, or financial services environment is considered an asset.
- Knowledge of Maltese company law and governance procedures.
- Familiarity with CSP regulatory obligations is an asset.
SKILLS REQUIRED
- Strong organisational and time management skills with the ability to manage multiple deadlines.
- Excellent written and verbal communication skills in English.
- Detail-oriented with strong drafting and documentation abilities.
- Proactive, reliable, and able to work both independently and as part of a team.
- Client-focused mindset with strong interpersonal skills.
- Proficiency in MS Office and familiarity with corporate governance software/tools.
Send your CV to hrteam@fincotrust.com.