Senior Manager – Corporate Secretarial Services (COE)

About Waystone

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

Summary

The Senior Manager – Corporate Secretarial Services (COE) will lead a team, leading delivery of services to a strategically important client, with a complex portfolio of underlying client entities and relationships. Key responsibilities include drafting, reviewing, implementing and refining controls, processes and procedures, manuals, trackers and billing controls, reviewing work produced by staff within teams based in the jurisdiction, supervising staff and enhancing operational efficiency. The role also involves assistance with recruitment, performance management, KPI monitoring and development, project and technology management and assistance across the wider Corporate Secretarial Services team.

Key responsibilities

Operations and controls

• Draft, implement, review and refine controls, processes, procedures, manuals, trackers and billing controls for the team and the wider Corporate Secretarial Services team;
• Own team KPI reporting and performance outcomes, identifying trends, implementing corrective actions and driving continuous improvement and reporting to management and/or clients;
• Be responsible for invoicing in respect of the team’s services;
• Lead and manage projects impacting team operations;
• Drive the adoption, optimisation and governance of entity management systems, board portals and other technology solutions to improve efficiency and service quality.

Delivery of services

• Take on Corporate Secretarial Services related tasks for flagship clients;
• Support and/ or oversee board support activities, including meeting organisation, coordination with attendees, preparation, distribution and/or review of materials, draft and/or review minutes, manage post-meeting actions and draft and/or review resolutions;
• Demonstrate deep knowledge of fund corporate governance and regulatory filing requirements, staying informed of relevant changes;
• Manage administrative tasks by the team including regulatory filings, RBE register updates, RCS deposits, document execution and safekeeping and legalisation processes;

Client relationship management

• Responsible for a strategically significant client relationship, with a complex portfolio of underlying clients and stakeholders, including relationship development and ensuring high-quality service;
• Attend client meetings, pitches and service calls;

Team leadership

• Manage and oversee team performance and the team’s operations, monitoring and directing activity within the team and ensuring delivery within the team’s specified timeframes and procedures;
• Provide guidance, training and mentorship to team members and members of the wider Corporate Secretarial Services team;
• Support recruitment efforts for the teams in Luxembourg and the wider Corporate Secretarial team;
• Serve as the final escalation point for team queries;
• Monitor and assess the performance of direct reports, conducting appraisals, allocating work and associated line manager tasks.
• Build a high performing team, promoting employee engagement.

Requirements

• You have 9+ years of experience in relevant, funds related, company secretarial roles;
• CGI, ILA or other relevant governance qualifications preferred;
• You have a proven track record leading teams;
• You have experience managing complex fund structures;
• You have experience implementing process improvement initiatives;
• You have experience with entity management and Board portal technology;
• You have a strong knowledge of Luxembourg corporate and fund regulations;
• You have excellent communication skills and attention to detail;
• You are fluent in English (written and spoken); fluency in English is sufficient for this role.