Working with us

About the role:
It is anticipated that the individual will be involved in the general administration and certain company secretarial functions of Belasko and client entities under administration with supervision and training from more senior staff members.

Key responsibilities:
• Assistance with client transactions
• Arranging for bank accounts to be opened/closed.
• Liaising with bankers
• Logging invoices and processing payment instructions to the payments team
• Liaison with clients for payment call-backs and funding requirements
• Assistance with maintenance of client records including updating database, filing and scanning.
• Arranging corporate documents to be notarised and legalised, where necessary
• Data Management System control
• Meeting and greeting clients and preparation of board room for client meetings.
• Covering the office telephone line and messenger duties when required
• Provide cover for recording incoming/outgoing mail and couriers.
• Liaison with office manager regarding stationery and other office consumables, printer / copier requirements.
• Cover for other administrators during absence / holiday.
• Other administrative tasks as necessary

Qualifications & Experience:
• Proven experience in a similar role in the financial sector.
• General knowledge and awareness of the Luxembourg Fund legalisation and corporate secretarial function.
• Familiarity with the Luxembourg regulatory compliance environment and specifically as relates to Anti-Money Laundering.
• 1-2 years’ experience in a Funds or Corporate role

Skills Required:
• All Microsoft office applications.
• Ability to adapt to use of different Data Management Systems.
• general office management.
• Ability to work to tight deadlines.
• Ability to prioritise work and juggle different tasks for different colleagues.
• Basic understanding of office administration.
• Attention to detail.

About the role:

The purpose of the position is to assist the corporate secretarial department with ensuring the sound corporate standing of alternative investment structures.

The role will require regular interaction with staff at all levels across the Belasko Group, clients and third-party service providers and advisors.

Key responsibilities:

• Manage day-to-day corporate secretarial matters, governance, and administrative aspects of a portfolio of domiciled funds and their underlying SPVs.
• Take part in the onboarding of new clients and ensuring that relevant AML/KYC and CDD is in good standing.
• Transaction monitoring of portfolio transactions
• Take charge of the preparation of Board meetings, along with board packs, attend and minute the meetings and follow-up on action points.
• Drafting of legal documentation related to the Annual General Meetings and Extraordinary General meetings of shareholders.
• Monitor all topics on the corporate calendar.
• Ensure all statutory registers are up to date.
• Coordinate service provider relationships, liaise with internal and external stakeholders such as auditors, law firms, the regulator, notaries etc.
• Monitor changes in relevant legislation and the regulatory environment and act accordingly.
• Ensure the integrity of the clients’ governance framework and provide guidance as to good corporate governance proceedings.
• Assisting team with execution of payments relating to underlying entities

Qualifications & Experience:

• A background education in law
• Experience in a similar role in the financial sector.
• A good understanding of Luxembourg Fund legalisation and corporate secretarial function.
• Familiarity with the Luxembourg compliance and regulatory compliance environment.
• 3+ years’ experience.
• A valid Luxembourg working permit.

Skills Required:

• Integrity, honesty, and professionalism.
• Excellent interpersonal and communication skills with the ability to deal effectively with all levels of staff and management within the Belasko Group as well as clients and third-party service providers (where applicable);
• Proactive, solution focussed and self-sufficient.

About the role:

The purpose of the position is to work closely with the senior management team in building of the corporate secretarial unit, take a lead on the setup of the company’s processes and procedures and to ensure corporate secretarial, governance, regulatory and administrative matters are adhered to at both local Belasko and client entity level.

The role will require regular interaction with staff at all levels across the Belasko Group, clients, the CSSF and third-party service providers and advisors.

Key responsibilities:

• Set up of procedures and policies in accordance with CSSF circulars and relevant national and European law.
• Manage day-to-day corporate secretarial matters, governance, and administrative aspects of a portfolio of domiciled funds and their underlying SPVs.
• Assist the company and directors on all issues of Luxembourg contract law, commercial law and corporate law.
• Play an integral part in the recruitment process for the Corporate Secretarial Unit.
• Supervision of subsequent team members and coaching of junior staff.
• Take part in the onboarding of new clients and ensuring that relevant AML/KYC and CDD is in good standing.
• Transaction monitoring of portfolio transactions
• For key meetings, assist with the preparation of Board meetings, along with board packs, attend and minute the meetings and follow-up on action points.
• For key meetings draft the agenda, minutes, proxies, and other legal documentation related to the Annual General Meetings and Extraordinary General meetings of shareholders.
• Monitor all topics on the corporate calendar.
• Ensure all statutory registers are up to date.
• Coordinate service provider relationships, liaise with internal and external stakeholders such as auditors, law firms, the regulator, notaries etc.
• Monitor changes in relevant legislation and the regulatory environment and act accordingly.
• Ensure the integrity of the clients’ governance framework and provide guidance as to good corporate governance proceedings.

Qualifications & Experience:

• Proven experience in a similar role in the financial sector.
• In depth knowledge of the Luxembourg Fund legalisation and corporate secretarial function.
• Familiarity with the Luxembourg compliance and regulatory compliance environment.
• 7+ years’ experience

Skills Required:

• Integrity, honesty, and professionalism.
• Excellent interpersonal and communication skills with the ability to deal effectively with all levels of staff and management within the Belasko Group as well as clients and third party service providers (where applicable);
• Proactive, solution focussed and self-sufficient.

Overall Purpose

To take responsibility for and ownership of a varied portfolio of client entities and provide general support to the Funds Team and the wider Belasko Group as required.

Indicative Activities

Client Administration

• Maintain secretarial, governance and transactional oversight and control of a cross section of client entities.
• Maintain a high level of communication and interaction with clients, investors and advisors as required.
• Maintain excellent client relationships.
• Oversee transactions undertaken by client entities whilst involving the Manager and/or Director where necessary.
• Lead on onboarding new client entities including preparation and collation of CDD, FATCA/CRS and Risk Assessment. Ensure client requests and ad hoc queries are dealt with efficiently.
• Take responsibility for ad-hoc projects as requested.
• Ensure secretarial and governance deadlines applying to client entities are met.
• Contribute where appropriate to the oversight, control and development of policies, procedures and checklists relevant to the administration of client entities.
• Manage the organisation of board meetings and review and/or preparation of relevant client entity board meeting packs, attendance at meetings and drafting or review of accurate minutes.
• Overseeing transactions through to completion.
• Review of statutory filings on the Jersey Registry and UK Companies House.
• Dissolution of entities.
• Training, management and delegation of work to team members.
• Authorised Signatory responsibilities (documentation and banking).
• Liaison with client/Lawyers/Auditors/Directors/Banks/HMRC/Tax advisors/Suppliers.
• Review work prepared by peers or junior team members as appropriate.
• Payment Review and monitoring payment e-mails and managing status.
• Promote a risk management culture within the business by proactively highlighting areas where improvements could be made.
• Help facilitate accurate time keeping, billing and settlement of debt.
• Other tasks as necessary.

Fund Function Management

• Participate in and contribute to the Fund Team meetings.
• Liaise with and maintain positive relationships with contact firms whether they undertake work on the Belasko Group and/or its client entities or not.
• Identify opportunities to expand services to existing clients and new business opportunities.
• Responsible for the management of a team and external client relationship.
• Assist with the management of appraisals and ensure objectives are monitored. Provide regular feedback to individuals within the team both constructively and where expectations have not been met.

Preferred Qualifications & Experience

• Experience working within Funds;
• It is not essential but applicants holding or studying towards a financial services qualification would be preferred;
• Familiarity with the Jersey legal and regulatory environment and in particular the AML/CFT Handbook

Required Skills

• Integrity, honesty and professionalism.
• Excellent interpersonal and communication skills with the ability to deal effectively with all levels of staff, management and shareholders within the Belasko Group as well as clients and third-party service providers.
• Proactive, solution focused and self-sufficient.
• Deliver work of the highest standard with attention to detail.
• Ability to achieve goals and deadlines where operational considerations may compete.
• Ability to adapt to use of different Data Management Systems

Primary responsibilities:

The main purpose of job is to work alongside the Managers and Directors to assist them with all aspects of administration and client service in accordance with company policies and procedures.

Other responsibilities include, but are not limited to, the following;

• Preparation of electronic and written banking instructions;
• Dealing with routine client and bank queries and correspondence, including monitoring of transfer instructions;
• Helping other colleagues within the company with queries they may have on clients;
• Ensuring bookkeeping records are up to date, in particular, that all monetary transactions are correctly reflected in client entity books;
• Preparing instructions, monitoring completion of them and making diary notes for self (or other colleagues where necessary);
• Maintaining upkeep of client’s personal and corporate bank records and preparing transfer instructions;
• Arranging for bank accounts to be opened/closed;
• Liaising with bankers, brokers and property managers etc;
• Arranging corporate documents to be notarised and legalised, where necessary;
• Preparation of general letters and e-mails;
• Preparation of minutes, agreements, Power of Attorneys and other documents including Letters of Wishes and draft deeds and arranging relevant sign offs;
• Completion of periodic and annual reviews;
• Assist with or compile packs regarding new business;
• Additional responsibilities as required such as managers with ad hoc projects;
• Mentor and monitor administrators and their workloads;
• Provide day-to-day admin support to the reporting manager/director.

Requirements and key skills:

• Relevant professional qualification/studying towards relevant qualification;
• At least 5-10 years trust and company experience;
• Understanding of local and international regulatory framework and good working knowledge of KYC and AML procedures;
• Good understanding of Microsoft products;
• Possess good organisational/prioritisation skills;
• Possess good attention to detail and be flexible with the specific requirements of the role;
• Possess good interpersonal skills to allow for a good relationship with clients and colleagues;
• Ability to work under pressure and meet deadlines;
• Enthusiasm to learn;
• Common sense and general awareness as to where to go in order to resolve client problems/issues;

Primary responsibilities:

The main purpose of role is to work alongside the Administrators to assist them with all aspects of administration and client service in accordance with company policies and procedures.

Other responsibilities include, but are not limited to, the following:

• Preparation of electronic and written banking instructions;
• Dealing with routine client and bank queries and correspondence, including monitoring of transfer instructions;
• Helping other colleagues within the company with queries they may have on clients;
• Ensuring bookkeeping records are up to date, in particular, that all monetary transactions are correctly reflected in client entity books;
• Preparing instructions, monitoring completion of them and making diary notes for self (or other colleagues where necessary);
• Maintaining upkeep of client’s personal and corporate bank records and preparing transfer instructions;
• Arranging for bank accounts to be opened/closed;
• Liaising with bankers;
• Arranging corporate documents to be notarised and legalised, where necessary;
• Preparation of general letters and e-mails;
• Preparation of basic minutes, simple agreements, Powers of Attorney and other documents including Letters of Wishes and draft deeds and arranging relevant sign offs;
• Completion of periodic and annual reviews;
• Assist with or compile packs regarding new business;
• Additional responsibilities as required such as photocopying, scanning and assisting administrators and managers with ad hoc projects;
• Provide day-to-day admin support to the reporting manager/director.

Requirements and key skills:

• Relevant professional qualification/studying towards relevant qualification;
• At least 1-2 years trust and company experience;
• Understanding of local and international regulatory framework and good working knowledge of KYC and AML procedures;
• Good understanding of Microsoft products;
• Possess good organisational/prioritisation skills;
• Possess good attention to detail and be flexible with the specific requirements of the role;
• Possess good interpersonal skills to allow for a good relationship with clients and colleagues;
• Ability to work under pressure and meet deadlines;
• Enthusiasm to learn;
• Common sense and general awareness as to where to go in order to resolve client problems/issues;

Overall Purpose – To take responsibility for and ownership of a varied portfolio of client entities and provide general support to the Funds Team and the wider Belasko Group as required.

Indicative Activities 

Client Administration

• Maintain secretarial, governance and transactional oversight and control of a cross section of client entities.
• Maintain a high level of communication and interaction with clients, investors and advisors as required.
• Maintain excellent client relationships.
• Oversee transactions undertaken by client entities whilst involving the Manager and/or Director where necessary.
• Lead on onboarding new client entities including preparation and collation of CDD, FATCA/CRS and Risk Assessment. Ensure client requests and ad hoc queries are dealt with efficiently.
• Take responsibility for ad-hoc projects as requested.
• Ensure secretarial and governance deadlines applying to client entities are met.
• Contribute where appropriate to the oversight, control and development of policies, procedures and checklists relevant to the administration of client entities.
• Manage the organisation of board meetings and review and/or preparation of relevant client entity board meeting packs, attendance at meetings and drafting or review of accurate minutes.
• Overseeing transactions through to completion.
• Review of statutory filings on the Guernsey Registry and UK Companies House.
• Dissolution of entities.
• Training, management and delegation of work to team members.
• Authorised Signatory responsibilities (documentation and banking).
• Liaison with client/Lawyers/Auditors/Directors/Banks/HMRC/Tax advisors/Suppliers.
• Review work prepared by peers or junior team members as appropriate.

Payment Review and monitoring payment e-mails and managing status.

• Promote a risk management culture within the business by proactively highlighting areas where improvements could be made.
• Help facilitate accurate time keeping, billing and settlement of debt.
• Other tasks as necessary.

Fund Function Management

• Participate in and contribute to the Fund Team meetings.
• Liaise with and maintain positive relationships with contact firms whether they undertake work on the Belasko Group and/or its client entities or not.
• Identify opportunities to expand services to existing clients and new business opportunities.
• Responsible for the management of a team and external client relationship.
• Assist with the management of appraisals and ensure objectives are monitored. Provide regular feedback to individuals within the team both constructively and where expectations have not been met.

Preferred Qualifications & Experience

• Experience working within Funds;
• It is not essential but applicants holding or studying towards a financial services qualification would be preferred;
• Familiarity with the Guernsey legal and regulatory environment and in particular the AML/CFT Handbook.