Senior Associate - Corporate Secretarial Services

The Senior Associate – Corporate Secretarial Services (COE) is responsible for managing a portfolio of client entities and delivering high-quality corporate governance services. This client-facing role includes maintaining corporate records, supporting board governance, preparing documentation, coordinating regulatory and statutory requirements, reviewing work prepared by colleagues and contributing to operational efficiency.

Key responsibilities:

Client relationship management

Manage a portfolio of clients, ensuring high-quality service and supporting relationship development;

Ensure timely follow-up with relationship managers and board members to support documentation turnaround.

Delivery of services

• Provide Board support activities, including meeting organisation, coordination with attendees, preparation, distribution and/or review of materials, attendance at meetings, drafting and/or review of minutes and managing post-meeting actions;
• Manage administrative tasks, including filings, register updates, document execution and other matters.
• Support annual obligations such as AGMs and EGMs, together with ad hoc corporate secretarial matters such as changes to directors, registered offices and share capital;
• Draft and/or review resolutions and assist with finalisation of resolutions by the Board;
• Take full ownership of delegated tasks, prioritise workload effectively and ensure timely completion.

Operations and controls

• Maintain and update client files and corporate records in accordance with regulatory and internal standards;
• Assist with the evaluation of team processes for greater efficiency and effectiveness;
• Adhere to current Waystone policies and procedures and contribute to the development of jurisdiction-specific policies as needed;
• Participate in team projects as directed by management.

Team support and quality

• Review minutes, resolutions and/or Board packs prepared by other team members;
• Apply required quality-control checks to work, within the role’s remit, and promptly escalate material errors, risks, missed deadlines or matters requiring senior approval.

Requirements:

• Three to four years’ experience in relevant, funds-related company secretarial roles;
• Experience using entity management systems, board portals or comparable governance technology would be advantageous;
• Strong knowledge of Irish corporate and fund regulations;
• Highly organised, proactive and accurate, with a strong sense of responsibility and the ability to manage priorities;
• Ability to work independently;
• Excellent written and spoken English;
• Proficiency in Microsoft 365 applications.