Company Secretarial Assistant

About Schroders

Schroders is a global investment manager which helps institutions, intermediaries and individuals around the world invest money to meet their goals, fulfil their ambitions, and prepare for the future.

Our purpose is to provide excellent investment performance to our clients through active management. By serving clients, we serve wider society. Channelling capital into sustainable and durable businesses accelerates positive change in the world. Funding the future is a privilege: we use it wisely and responsibly.

We employ over 6000 talented people worldwide operating in 38 different locations across Europe, the Americas, Asia, Africa and the Middle East, close to the markets in which we invest and close to our clients.

Schroders has developed under stable ownership for over 200 years and long-term thinking governs our approach to investing, building client relationships and growing our business.

The Team

The Team in charge of Secretariat functions operates within Schroder Investment Management (Europe) S.A. ("SIM EU"), located in Luxembourg. The team is essential for improving outstanding corporate governance in our management firm, its board, and funds.

Handling the governance life cycle for a diverse set of Schroders funds and legal entities falls under the purview of the Secretariat team. The team aligns with regulations and laws, maintains detailed corporate records, cultivates key collaborator relationships, and supports new product introductions, such as the recently introduced Schroders European Active ETF Funds. Close collaboration with legal, compliance, audit, and business teams ensures robust support for the effective and responsible conduct of our business.

The Role and What You Will Do

You will support the Company Secretariat team in delivering excellence in corporate governance, with particular focus on the effective organisation of governance meetings and the maintenance of legal and regulatory standards.

• Meeting Coordination and Documentation
  • Organise and coordinate board, shareholder, and committee meetings for the management company and funds (including UCITS, AIFs, and listed/ETF funds).
  • Draft meeting agendas, template board minutes, shareholder resolutions, and action logs.
  • Prepare, circulate, and maintain meeting packs and minutes, ensuring timely and high-quality delivery.
• Statutory Registers and Corporate Records
  • Submit, maintain, and track statutory registers, corporate records, and both internal and external electronic databases to ensure accuracy and availability of information.
  • Manage periodic data maintenance and assurance processes, including for AML/KYC/DD purposes.
• Regulatory Compliance & Filings
  • Ensure all governance activities adhere to Luxembourg company law, applicable fund regulations, industry standards, and Schroders' policies.
  • Oversee regulatory filings, such as RCS, RBE, and UBO registers, including supervising deadlines and maintaining records of submissions.
• Stakeholder Liaison and Support
  • Collaborate with internal collaborators, directors, legal advisors, notaries, auditors, and external service providers to prepare for meetings, address inquiries, and acquire directors' signatures
• Support for Fund Launches and Innovation
  • Assist with governance needs relating to the launch of new funds, including active ETF and other listed vehicles, providing documentation and governance support.
• Continuous Improvement
  • Seek out opportunities to enhance processes, systems and automation relating to governance administration and board/committee management.

The Knowledge, Experience and Qualifications You Need

• Minimum three years of in-house experience in a similar company secretarial, corporate governance or funds administration role in Luxembourg
• Proficient understanding of regulations under Luxembourg company legislation, encompassing UCITS and AIFs
• Experience with ETF funds, listed funds or other complex investment vehicles is a strong advantage
• Effective written and verbal communication; fluent English crucial
• Strong organisational skills, ability to prioritise and deliver under deadlines
• Proficient in MS Office (Word, Excel, PowerPoint)
• Meticulous with a dedication to maintaining high governance and compliance standards

The Knowledge, Experience and Qualifications That Will Help

• Knowledge of French, German or Luxembourgish is an asset
• ILA qualification is advantageous but not required
• Ability to work independently, demonstrate initiative, and apply pragmatic business judgement
• Prioritizing teamwork and a cooperative approach
• Analytical approach and dedication to process improvement
• Experience with digital document management and governance platforms will be valued, as well as any experience with LLM-supported governance tools

We Recognise Potential, Whoever You Are

Our purpose is to provide excellent investment performance to clients through active management. Diversity of thought facilitated by an inclusive culture will allow us to make better decisions and better achieve our purpose. This is why inclusion and diversity are a strategic priority for us and why we are an equal opportunities employer: you are welcome here regardless of your age, disability, gender identity, religious beliefs, sexual orientation, socio-economic background or any other protected characteristics.