Associate – Company Secretarial COE

Waystone is a place where incredibly talented people are empowered to steer their careers towards greatness. We dare employees to become the best at what they do in a field they love. When they rise to that challenge, great business happens.

An Associate - Company Secretarial COE at Waystone is an integral part of the Fund Governance and Center of Excellence (“COE”) teams, working closely with the Managing Directors, Directors and multiple teams within the COE to ensure client service delivery across multiple product lines.  The role will be responsible for servicing a portfolio of clients by performing Board Support functions, including but not limited to scheduling meetings, the preparation and delivery of board packs to internal and external participants, the preparation of board minutes, and maintaining exception data.  The minimum expectation of the role is that the employee will:

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Autonomously oversee execution of board support for clients including, but not limited to, organizing meetings, liaising with meeting attendees, gathering and distributing materials for presentation to the Board of Directors, and preparation of related checklists, notices or agendas.
• Prepare board minutes as per meeting recordings and/or in person notes and ensure relevant reviews are completed within the agreed timeframe for internal and external review.
• Complete minute Document Execution Forms (“DEFs”) and ensure delivery of executed minutes to the appropriate Registered Office.
• Communication with and across Waystone teams to ensure appropriate and real-time information is included in all board materials.
• Oversee management of a portfolio of clients with the ability to evaluate risk; prioritize time and risk levels appropriately.
• Independently liaise with service providers and clients.
• Ensure Board Meetings are scheduled within the strategic timeframes assigned by Board Support Services Manager (“BSS Manager”).
• Ensure all services are completed in adherence with the Waystone policies and procedures, and within the advertised standards.
• Assist the team with out of office coverage when members of team are out of the office with monitoring inboxes and processing work.
• When out of office, ensure that all upcoming meetings are appropriately planned for, in advance, providing notes to BSS Manager 2 days before leaving and completing the out of office checklist regarding all outstanding DEFs, upcoming meetings and any outstanding issues.
• Demonstrate understanding of the functions of an Associate within Waystone, including a complete understanding of all procedures as defined from time to time.
• Ensure all relevant databases, software and online portal facilities contain accurate information and that information is consistently updated as appropriate.
• Keep abreast of all industry development and regulatory changes. Engage with BSS Manager, Directors and Business Unit Leaders to further knowledge and understanding and to define and grow a career path within Waystone.

REQUIREMENTS

Education:

• A degree in Law, an Accountancy or ICSA qualification, and / or proven experience (3+ years) in company secretarial (funds/financial sector) field.

Experience:

• Knowledge and experience with minute taking.
• Knowledge of corporate governance, hedge fund documentation, relevant laws and regulatory requirements is advantageous.
• Relevant working experience in Hong Kong would be an advantage.
• Ability to thrive in a fast-paced environment, meet tight deadlines and experience supporting/mentoring other team members.
• Exceptional communication and organizational skills.
• Excellent time management, attention to detail, critical thinking skills and the ability to think commercially.
• Adept at building professional working relationships with senior management and clients.
• Proficient in Microsoft Word, Excel and PowerPoint.