Senior Company Secretarial Officer

Job Description

Company Introduction

Job Responsibilities and Duties

• Manage and maintain a portfolio of corporate clients, with particular responsibility for Security Trustee services;
• Ensure corporate records and statutory documentation are accurately maintained in accordance with regulatory requirements;
• Coordinate and attend board meetings, including the preparation of agendas, minutes and board and shareholder resolutions;
• Prepare and submit documentation relating to share transfers, share allotments, amendments to Memorandum and Articles of Association and other corporate changes;
• Ensure company secretarial activities and statutory filings comply with the Maltese Companies Act and applicable regulations;
• Liaise with the Malta Business Registry (MBR) and Malta Tax and Customs Administration (MTCA) regarding filings and regulatory enquiries;
• Coordinate the electronic signing of corporate documents, including the use of DocuSign and Qualified Electronic Signatures (QES), where applicable;
• Collaborate with Accounting, Tax and Audit departments to ensure efficient and coordinated client services;
• Identify opportunities to improve internal company secretarial procedures and overall service delivery;
• Ensure adherence to professional standards, AML/CFT requirements and relevant regulatory obligations;
• Keep up to date with changes in company law, corporate governance practices and regulatory developments;
• Participate in professional development, training and knowledge-sharing activities.

Experience

• University degree or equivalent professional qualification;
• Previous experience in company secretarial services, corporate governance or a similar role, preferably within a Corporate Service Provider (CSP) or professional services environment;
• Strong knowledge of the Maltese Companies Act, corporate governance practices and statutory requirements;
• Experience preparing corporate documentation, including board minutes, resolutions and statutory filings;
• Familiarity with electronic signing platforms, such as DocuSign and Qualified Electronic Signatures (QES), will be considered an asset.

Personal Skills

• Excellent organisational skills and strong attention to detail;
• Strong drafting abilities, with a focus on accuracy and professionalism;
• Excellent communication and interpersonal skills, with the ability to interact confidently with clients, board members and regulatory authorities;
• Ability to manage multiple responsibilities and meet deadlines effectively;
• Proactive and solution-oriented approach to daily responsibilities;
• Ability to work independently while collaborating effectively with different departments;
• High level of professionalism, integrity, and confidentiality.