Corporate Secretarial Senior Administrator
About Northern Trust
Northern Trust provides innovative financial services and guidance to corporations, institutions and affluent families and individuals globally. With 130 years of financial experience and nearly 20,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.
Working with Us
As a Northern Trust partner, you will be part of a flexible and collaborative work culture, which has a strong history of financial strength and stability. Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company that is committed to strengthening the communities we serve!
We recognize the value of inclusion and diversity in culture, in thought, and in experience, which is why Forbes ranked us the top employer for Diversity in 2018.
We’d love to learn more about how your interests and experience could be a fit with one of the world’s most admired and ethical companies. Build your career with us and apply today!
Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities.
If, because of a medical condition or disability, you need reasonable accommodation for any part of the employment process, please email us at APAC_Talent_Acquisition_Communications@ntrs.com
Summary
Delivery of professional,
effective, high quality corporate secretarial services on behalf of a number of
listed and unlisted companies, limited partnerships and unit trusts. Develop a basic understanding of the
business function. Likely to be accountable for regular reporting or process
administration. Junior level administrator to work in conjunction with the
other members of the Corporate Secretarial team to provide a company
secretarial service to the various entities.
- Draft board meeting agenda for the Board of Directors (clients).
- Refer to previous agenda for open items and seek topics for discussion in upcoming meeting.
- Send out agenda to board meeting attendees
- Draft minutes of the board meeting of Board of Directors.
- Attending the board meeting via conference call (certain instances). Listen only, no inputs will be required.
- Timely turnaround of minutes will be needed due to tight deadlines.
- Basic understanding of the fund industry will be an advantage to be able to clearly state the correct message on the minutes.
- Making sure there are no spelling or grammar mistakes on the minutes and making sure overall information makes sense. Errors in the minutes can result in inaccurate information discussed in the board meetings.
- Sending the final minutes to home location.
- Request reports required for the board papers in advance of the meeting.
- Board pack contains different businesses, depending on the types of service being provided to the client. Should be able to reach out to the correct teams to request the specific type of reports.
- Review completed board pack to make ensure completeness.
- Making sure all reports are complete and saved on the correct server.
- Upload all reports on Diligent Boardbooks software.
- Filings with different regulatory bodies.
- File the necessary documents and requirements with the respective government entity concerned such as but not limited to: CSSF and RCS (Lux government bodies).
- Assist with the maintenance of statutory records in both electronic and physical form.
- To perform other company secretarial functions from time to time as may be required.
- Provide support to the different Corporate Secretarial home locations in completing and assisting with various corporate secretarial tasks as required.
- Liaise with internal colleagues / departments as necessary.
Qualifications
- Proficient in minute taking, paraphrasing and comprehension.
- Effective communication (written and verbal) with a good command of the English language.
- Strong organizational skills with good accuracy and attention to detail.
- Strong time management skills.
- Proficient with Microsoft Office Suite (predominantly Word, Excel, and Outlook) and PDF
- Professional in appearance and manner
- The ideal candidate will hold a minimum of 4 years experience in an office environment with experience in admin assistant/secretary.
- University degree
- Knowledge of the fund/banking industry is a plus.
- Knowledge of Diligent Boardbooks or any other board packaging software would be an advantage
Experience
- Experience in corporate secretarial services (working knowledge / exposure to Philippine Business Registry and the SEC) preferred;
- Exposure to client facing situations would be an advantage;
- Any experience attending board meetings and taking minutes would be an advantage;
- Strong written communication skills;
- Attention to detail and accuracy;
- Organizational skills with the ability to prioritize and escalate potential risks.
- Exposure to banking/fund/BPO/shared services industry would be a plus as basic to intermediate understanding of fund/bank management would aid the candidate to effectively perform corporate secretarial function.
- Internal candidates must meet the IJP eligibility requirements of Northern Trust