Job Summary
- To co-ordinate and execute day-to-day administrative and corporate secretarial support to the global network of offices & Cosec team (FCS), in accordance with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ global network.
- To ensure the continuing good standing of client companies by ensuring all company law and contractual requirements are complied with.
- To handle various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures.
- To build, develop and maintain partnerships with Operation teams in global network offices
- To assist in performing review of core processes, complex ad hoc works, and all other client requirements, as needed.
Core Responsibilities
- Responsible for the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ global network.
- Acts as a point of contact for daily operations on complex clients
- Assist with the audit process, Attend board and shareholders meetings
- Finalise board minutes, prepare complex board packs
- Review board minutes of more junior team members
- Prepare and review RCS, RBO, UBO and other related documents
- Review of bank account opening forms
- Coordinate with the global network FCS and Payment team on payments processing
- Conduct transaction monitoring (TM), monitor/ensure TM are properly conducted for all payments
- Conduct/review Compliance File Review (CFRs) of Client files
- Assists on client onboarding processes.
- Ensure prompt follow-up and timely execution of requests, in good quality, from the global network FCS team
- Coordinate deliverables for a sub-team of typically up to 3 more junior team members in working closely together with Assistant Manager
- To be able to effectively communicate and relate with various stakeholders of the team. Maintains and enhances relationships with the FCS team.
- Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
- Seeks knowledge and expertise for their own professional development.
- Minimize risk to IQEQ by following all procedures, rules, laws, regulations and checklists.
Workflow Management
- Ensures timesheets are completed daily and accurately filed for all hours worked.
Systems
- Monitors and updates all deliverables via Navigator Flow in a timely manner, as needed.
- Ensures filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
- Monitor and ensure that Antrance is properly updated in line with internal guidelines
- Understands and uses best practice on workflow platform/s.
Risks
- Ensures relevant procedures and checklists are adhered to and completed to mitigate errors.
- Acquires knowledge of risk factors and potential breach.
Key behaviours we expect to see
In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following:
- Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders.
- Courage - Stepping up to address difficult issues, saying what needs to be said.
- Drives Results - Consistently achieving results, even under tough circumstances.
- Optimises Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
- Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
- Decision Quality - Making good and timely decisions that keep the organisation moving forward.