Associate - Corporate Secretarial Services

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  "active_status": "active"
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  "location": {
    "raw": "Senningerberg, Luxembourg, L-1110, Luxembourg",
    "city": "Senningerberg",
    "region": "Luxembourg",
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    "id": "1489",
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    "location": {
      "city": "Senningerberg",
      "state": "Luxembourg"
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    "departmentId": "21224",
    "locationType": "2",
    "jobOpeningName": "Associate - Corporate Secretarial Services ",
    "departmentLabel": "Co-Sec - Centre of Excellence - CD0404",
    "employmentStatusLabel": "Full Time"
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  "detail_job_opening": {
    "location": {
      "city": "Senningerberg",
      "state": "Luxembourg",
      "postalCode": "L-1110",
      "addressCountry": "Luxembourg"
    },
    "datePosted": "2026-05-14",
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    "description": "<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Waystone is a leading asset-servicing solutions provider of institutional governance, administration, risk and compliance services to financial institutions. With over 25 years’ experience and a comprehensive range of specialist services to its name, Waystone helps our clients structure, operate and grow through our expertise, innovation and digitisation, backed by the operational scale to support global expansion. </span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">This role will support the day-to-day running of the Distribution Support team. This is a client-facing role that requires you to work closely with colleagues across functional and geographic boundaries to carry out distribution activity across the EEA for a number of our key clients within a clear regulatory framework.</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-weight: bold\">Summary:  </span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">The Associate – Corporate Secretarial Services will be an integral part of the team’s success. This role is responsible for working on a single client relationship, with a complex portfolio of underlying client entities (ensuring compliance with regulatory requirements, overseeing corporate documentation and supporting board governance processes) and assisting with the delivery of services within a team. Key responsibilities include maintaining statutory records, managing company lifecycle events and operations. The role is client facing and also involves contributing to strategic initiatives such as project work and process improvement.</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-weight: bold\">Key responsibilities:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Be responsible for a portfolio of clients, within a single client relationship;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Assist and complete operations within that portfolio, assisting with operations for the wider client portfolio;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Maintain and update client files and corporate records in accordance with regulatory and internal standards;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Manage administrative tasks including regulatory filings, RBE register updates, RCS deposits, document execution and safekeeping and legalisation processes;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Support company lifecycle events such as formations, dissolutions and annual obligations (AGMs, EGM) as well as ad-hoc corporate secretarial matters (e.g., changes to directors, registered office and share capital);</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Take full ownership of delegated tasks and contribute actively to team success;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Demonstrate knowledge of fund corporate governance and regulatory filing requirements, staying informed of relevant changes;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Draft, finalise and manage resolutions and other corporate documentation;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Prioritise workload effectively, identifying and escalating scheduling conflicts or delays as needed;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Monitor task tracking systems to ensure timely completion of responsibilities;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Exhibit strong attention to detail and excellent communication skills;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Be flexible and willing to take on additional responsibilities as required;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Assist with and complete board support activities, including meeting organisation, coordination with attendees, preparation and distribution of materials, drafting minutes and managing post-meeting actions;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Provide support to colleagues when capacity allows and communicate availability to management;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Assist with inbox monitoring and task processing during team absences;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Participate in team projects as directed by management;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Professionally and independently liaise with fund service providers and clients;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Maintain accurate company registers;</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">Adhere to current Waystone policies and procedures and contribute to the development of jurisdiction-specific policies as needed.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 10pt; font-weight: bold\">Requirements:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">You (preferably) hold a degree in Business or Law or equivalent experience with a focus on company secretarial services</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">You have a minimum of 2 years of experience in company secretarial roles.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">You have a strong knowledge of Luxembourg corporate and fund regulations.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">You are highly organised, proactive, accurate and have a sense of responsibility and priority management.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">You are able to work independently in an environment under pressure and with tight deadlines.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">You are fluent in English (written and spoken).</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 10pt\">You are proficient in MS Office (Word, Excel, Outlook, and Teams).</span></li>\n</ul>",
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    "jobOpeningName": "Associate - Corporate Secretarial Services ",
    "departmentLabel": "Co-Sec - Centre of Excellence - CD0404",
    "jobOpeningStatus": "Open",
    "minimumExperience": "Experienced",
    "jobOpeningShareUrl": "https://waystone.bamboohr.com/careers/1489",
    "employmentStatusLabel": "Full Time"
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