Manager - 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.

**Summary**:
The Manager - Corporate Secretarial Services (COE) will be an integral part of the team’s success. This role is responsible for managing 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), overseeing the delivery of services within a team, managing multiple underlying client relationships and, in a review capacity, monitoring and directing activity. Key responsibilities include maintaining statutory records, managing company lifecycle events, supervising staff and enhancing operational efficiency. The role also involves client relationship management, team leadership, performance monitoring and contributing to strategic initiatives such as recruitment, invoicing and process improvement. Strong organizational, communication and regulatory knowledge are essential for success in this position.

**Key responsibilities**:

- Manage a single client relationship, with a complex portfolio of underlying clients.
- Manage and oversee team performance and the team’s operations, ensuring delivery within the team’s specified timeframes and procedures;
- Compile, prepare and report management information, team performance and KPI tracking to management and/or clients;
- Maintain and update client files and corporate records in accordance with regulatory and internal standards;
- Provide guidance, training and mentorship to team members and members of the wider Corporate Secretarial Services team, if required;
- 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;
- Manage a portfolio of clients, ensuring high-quality service and relationship development;
- Demonstrate deep knowledge of fund corporate governance and regulatory filing requirements, staying informed of relevant changes;
- Draft, finalise, manage and/ or review resolutions and other corporate documentation;
- Prioritise workload effectively, identifying and escalating scheduling conflicts or delays as needed;
- Exhibit strong attention to detail and excellent communication skills;
- Be flexible and willing to take on additional responsibilities as required;
- Support and/ or oversee board support activities, including meeting organisation, coordination with attendees, preparation, distribution and/or review of materials, drafting and/or review of minutes and managing post-meeting actions;
- Proactively evaluate and improve team processes for greater efficiency and effectiveness, drafting processes and procedures, as necessary.
- Assist with inbox monitoring and task processing during team absences;
- Ensure timely follow-up with relationship managers and board members for documentation turnaround;
- Professionally liaise with fund service providers and clients independently;
- Maintain accurate company registers;
- Adhere to current Waystone policies and procedures;
- Support recruitment efforts for the team;
- Serve as the final escalation point for team queries;
- Monitor and assess the performance of direct reports, conducting appraisals, allocating work and associated line manager tasks;
- Contribute to invoicing and fee-related activities;
- Lead and manage projects impacting team operations;

**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 7 years of experience in company secretarial roles
- Completed your ILA qualification or will be working towards the qualification or equivalent qualification
- 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).