Company: Apex Group
Job Title: Corporate Administrator – Governance / Company Secretarial
Location: Remote / Hybrid (Global Team)
Job Type: Full-Time
Industry: Financial Services / Governance / Administration
Job Overview
We are seeking a highly organised and detail-oriented Corporate Administrator (Governance & Company Secretarial) to join the global team at Apex Group.
This role involves supporting board governance, statutory compliance, client communication, and corporate administration across an international client portfolio.
You will act as a key point of contact for clients and internal stakeholders, ensuring all governance and regulatory requirements are met accurately and on time.
Key Responsibilities
Board & Meeting Administration
- Coordinate corporate calendars for client entities
- Schedule board and committee meetings
- Draft and distribute agendas and board packs
- Attend virtual meetings and capture decisions
- Track and follow up on meeting actions
- Ensure timely approval and signing of minutes
Minute Drafting & Documentation
- Draft accurate and professional meeting minutes
- Summarise key decisions and discussions clearly
- Circulate minutes for review and final approval
Compliance & Statutory Filings
- Monitor statutory deadlines and ensure compliance
- Prepare and file corporate documents with regulators
- Maintain statutory registers (Directors, Members, etc.)
- Support jurisdictional governance requirements
Records & Governance Support
- Maintain accurate electronic filing systems
- Prepare resolutions, notices, and governance documents
- Manage document workflows via tools such as DocuSign
- Track board packs and compliance documentation
Client & Stakeholder Management
- Act as first point of contact for assigned clients
- Communicate with legal, compliance, and internal teams
- Build strong client relationships
- Provide timely and professional responses
Minimum Requirements
- At least 1 year experience in corporate administration or company secretarial work
- Understanding of board governance and statutory compliance
- Proficiency in MS Office (Word, Excel, Outlook)
- Strong written and verbal communication skills
- High attention to detail and accuracy
- Ability to manage multiple deadlines
- Experience with board portals or governance tools (advantageous)
- Knowledge of Luxembourg company law (advantageous)
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