Company Secretary Officer

Job Description

Company Introduction

Job Responsibilities and Duties

• Provide day-to-day support to the Company Secretarial Manager in the administration of corporate secretarial matters;
• Assist with the coordination and delivery of company secretarial services across the team;
• Act as a point of contact for assigned clients, responding to queries in a professional and timely manner;
• Support clients with routine company secretarial requirements and corporate governance matters;
• Assist with client onboarding processes, including the collection and review of KYC/AML documentation, and follow up on outstanding or expired documentation related to share transfers, allotments, and other corporate changes;
• Build and maintain strong client relationships while ensuring services are delivered in accordance with regulatory requirements;
• Liaise with regulators, auditors, and external stakeholders on behalf of clients where required;
• Maintain and update statutory registers, including registers of members, directors, company secretaries, beneficial owners, and debentures;
• Prepare company secretarial documentation, including board agendas, minutes, resolutions, board packs, notices, and proxy documentation;
• Coordinate Board and Shareholder meetings, ensuring quorum requirements and statutory obligations are met in accordance with the Companies Act and the company's Articles of Association;
• Assist with company incorporations, restructurings, share transfers, share allotments, liquidations, and company strike-offs;
• Certify corporate documents and resolutions where required;
• Maintain accurate corporate records and ensure statutory documentation is complete and up to date;
• Prepare and submit statutory filings with the Malta Business Registry (MBR), including annual returns, constitutional amendments, and prescribed MBR forms;
• Support regulatory submissions and liaise with the Malta Business Registry (MBR) and Malta Financial Services Authority (MFSA) where required;
• Monitor statutory deadlines to ensure timely regulatory filings and ongoing compliance;
• Support the provision of corporate governance advice to clients and assist in identifying company secretarial and governance risks;
• Ensure confidentiality, accuracy, and integrity across all company secretarial documentation and client records;
• Monitor changes to Maltese company legislation, MFSA requirements, CSP regulations, and relevant legal notices, communicating updates to the team where applicable;
• Participate in ongoing training and professional development initiatives while supporting knowledge sharing within the department;
• Assist with additional company secretarial duties as assigned by management.

Experience

• Previous 1 year of experience within corporate services;
• Good understanding of Maltese company law, corporate governance principles, and regulatory requirements;
• Experience preparing statutory documentation and corporate records;
• Familiarity with Malta Business Registry (MBR) procedures and statutory filings;
• Experience handling KYC/AML documentation will be considered an asset.

Personal Skills

• Strong organisational and time management skills;
• Excellent written and verbal communication skills;
• Strong attention to detail and accuracy;
• Ability to manage multiple priorities and meet statutory deadlines;
• Professional and client-focused approach;
• Ability to work independently and collaboratively within a team;
• High level of integrity with the ability to handle confidential information professionally.