Associate - Corporate Secretarial Services (COE)

Waystone leads the way in specialist services for the asset management industry.

Partnering with institutional investors, investment funds and asset managers, Waystone builds, supports and protects investment structures and strategies worldwide.

With over 20 years' experience and a comprehensive range of specialist services to its name, Waystone is now serving assets under management in excess of $2Tn.
Waystone provides its clients with the guidance and tools to allow them to focus on managing their investment goals with confidence.

This role will support the day-to-day running of the Distribution Support team. This is a client-facing role that requires you to work closely with colleagues across functional and geographic boundaries to carry out distribution activity across the EEA for a number of our key clients within a clear regulatory framework.

Summary: 

The Associate – Corporate Secretarial Services (COE) will be an integral part of the team's success. This role is responsible for working on a single client relationship, with a complex portfolio of underlying client entities (ensuring compliance with regulatory requirements, overseeing corporate documentation and supporting board governance processes) and assisting with the delivery of services within a team. Key responsibilities include maintaining statutory records, managing company lifecycle events and operations. The role is client facing and also involves contributing to strategic initiatives such as project work and process improvement.

Key responsibilities:

• Be responsible for a portfolio of clients, within a single client relationship;
• Assist and complete operations within that portfolio, assisting with operations for the wider client portfolio;
• Maintain and update client files and corporate records in accordance with regulatory and internal standards;
• Manage administrative tasks including regulatory filings, RBE register updates, RCS deposits, document execution and safekeeping and legalisation processes;
• Support company lifecycle events such as formations, dissolutions and annual obligations (AGMs, EGM) as well as ad-hoc corporate secretarial matters (e.g., changes to directors, registered office and share capital);
• Take full ownership of delegated tasks and contribute actively to team success;
• Demonstrate knowledge of fund corporate governance and regulatory filing requirements, staying informed of relevant changes;
• Draft, finalise and manage resolutions and other corporate documentation;
• Prioritise workload effectively, identifying and escalating scheduling conflicts or delays as needed;
• Monitor task tracking systems to ensure timely completion of responsibilities;
• Exhibit strong attention to detail and excellent communication skills;
• Be flexible and willing to take on additional responsibilities as required;
• Assist with and complete board support activities, including meeting organisation, coordination with attendees, preparation and distribution of materials, drafting minutes and managing post-meeting actions;
• Provide support to colleagues when capacity allows and communicate availability to management;
• Assist with inbox monitoring and task processing during team absences;
• Participate in team projects as directed by management;
• Professionally and independently liaise with fund service providers and clients;
• Maintain accurate company registers;
• Adhere to current Waystone policies and procedures and contribute to the development of jurisdiction-specific policies as needed.

Requirements:

• You (preferably) hold a degree in Business or Law or equivalent experience with a focus on company secretarial services
• You have a minimum of 2 years of experience in company secretarial roles.
• You have a strong knowledge of Luxembourg corporate and fund regulations.
• You are highly organised, proactive, accurate and have a sense of responsibility and priority management.
• You are able to work independently in an environment under pressure and with tight deadlines.
• You are fluent in English (written and spoken).
• You are proficient in MS Office (Word, Excel, Outlook, and Teams).