Company Secretarial Service Manager

Job Description

Company Introduction

Job Responsibilities and Duties

• Manage the daily company secretarial operations for a portfolio of corporate clients, regulated entities and security trustees;
• Act as the main point of contact for clients, providing guidance on corporate governance, company secretarial matters and regulatory obligations;
• Build and maintain strong client relationships, ensuring a professional and efficient service;
• Oversee company incorporations, annual returns, statutory filings, changes in company structures and other corporate transactions;
• Prepare and review board resolutions, meeting agendas, minutes, statutory documents and related correspondence;
• Maintain accurate statutory registers, corporate records and company documentation in accordance with applicable regulations;
• Ensure compliance with Maltese company law, corporate governance requirements and internal procedures;
• Coordinate client onboarding and KYC/AML documentation, including updates relating to share transfers and allotments;
• Liaise with auditors, regulatory authorities and internal departments on corporate and compliance-related matters;
• Assist with security trustee assignments and respond to regulatory enquiries under the guidance of senior management;
• Monitor legislative and regulatory developments, keeping clients and colleagues informed of relevant changes;
• Supervise and support the company secretarial team, ensuring effective workload distribution and timely completion of tasks;
• Assist with employee training, performance reviews and professional development initiatives;
• Review and improve internal procedures, templates and documentation to maintain service quality and efficiency;
• Support business development activities, attend relevant industry meetings and assist with client relationship initiatives;
• Monitor service hours, costs and client billing to ensure accurate invoicing;
• Carry out additional responsibilities and projects as assigned by senior management.

Experience

• Previous experience within a Corporate Service Provider (CSP), preferably in company secretarial services or corporate administration;
• Good understanding of Maltese company law, corporate governance and regulatory requirements;
• Experience handling company incorporations, Malta Business Registry (MBR) filings and statutory documentation;
• Experience drafting board resolutions, preparing board minutes and maintaining corporate records;
• Familiarity with KYC/AML documentation and procedures.

Personal Skills

• Excellent organisational skills and strong attention to detail;
• Strong communication and interpersonal skills, with the ability to maintain professional client relationships;
• Ability to manage multiple priorities and meet deadlines effectively;
• Leadership and team management skills, with the ability to guide and support colleagues;
• Proactive and solution-oriented approach to daily responsibilities;
• Strong analytical and problem-solving abilities;
• Ability to work independently while collaborating effectively with different departments;
• High level of professionalism, integrity and confidentiality.