Administrator/ Senior Administrator – Company Secretarial

About Northern Trust

As a global leader in innovative wealth management, asset servicing, asset management and banking services, Northern Trust (Nasdaq: NTRS) is proud to guide the world’s most successful individuals, families, corporations and institutions.

Since 1889, we have aligned our efforts with our three guiding Principles That Endure: Service, Expertise, and Integrity. Together, they reflect the three cornerstones of business conduct which we strive to instill in our employees, whom we call partners, and to provide to our clients and the communities we serve worldwide.

With more than 135 years of financial experience and over 24,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.

Role/ Department:

This is an exciting opportunity for the individual to progress their career in the global funds or financial services industry.

The role requires the delivery of professional, effective, high quality corporate secretarial and statutory services in relation to of a number of private equity, traditional / listed fund and fiduciary company secretarial and general governance matters, plus providing a technical escalation for all company secretarial queries from internal parties.

You will need to be quick to learn new systems and great with people, as close working relationships between our colleagues and clients are at the heart of what we do.

The purpose of this position is to carry out routine day-to-day company secretarial services and administration of corporate and fund structures under the direction of a Company Secretarial Consultant (Team Leader).

The key responsibilities of the role include:

• Responsibility for delivering a professional, effective and high quality technical company secretarial and statutory guidance to internal partners, traditional / listed funds clients, a large portfolio of private equity and fiduciary clients.

• Managing a large portfolio of private equity and fiduciary clients statutory and governance requirements.

• Maintaining the corporate and internal records and management of the statutory requirements and statutory books for portfolio of clients (e.g. statutory returns, annual and ad hoc filings, etc.). Preparing registers of members, directors and secretaries, ensuring that all amendments are made, and requests for registers are dealt with in a timely manner.

• Arranging execution of entity documentation i.e. board, shareholder resolutions, share transfers etc.

• Liaising with external directors and chairpersons, internal relationship managers and client service delivery managers.

• Liaising with external regulators, registries, government bodies and advisers, such as lawyers and auditors.

• Proactively supporting or leading department strategic projects.

• Proactively supporting or leading annual statutory projects including annual validations, annual general meetings and GDPR.

• Assisting with all aspects of company secretarial matters including the preparation of agendas, collation and distribution of board packs, obtaining directors availability, attending meetings, drafting minutes and resolutions for routine matters, and, for listed clients, supporting listing obligations associated with client boards (including daily buy-backs/tap issue monitoring).

• Building and maintaining strong working relationships with clients, colleagues and other business contacts.

Skills/ Qualifications:

The successful candidate will benefit from having:

• Working towards the CGI Level 4 Certificate in International Finance & Administration (or similar - desirable).

• Good attention to detail.

• Good interpersonal skills are required to develop close working relationships with colleagues, clients and business contacts.

• Effective communication (written and verbal) with a good command of the English language.

• Ability to manage time and prioritise caseload effectively in order for deadlines to be met.

• Proficient with the Microsoft Office suite (particularly Word, Excel and MS Teams) and other related office software, such as PDF tools.

• Understanding of the end-to-end board meeting process.

Working with Us

As a Northern Trust partner, you will be part of a flexible and collaborative work culture, which has a strong history of financial strength and stability. Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company committed to an inclusive workplace and assisting the communities we serve.

Philanthropy is deeply rooted in Northern Trust’s history and is an essential element of our culture. Employees around the world give their time and talent to work for the greater good of their communities.

Reasonable Accommodation

Northern Trust is committed to working with and providing adjustments to individuals with health conditions and disabilities. If you need a reasonable accommodation for any part of the employment process, please email our HR Service Center at MyHRHelp@ntrs.com, or alternatively you can discuss your individual requirements with the recruiter you are working with.