Company Secretarial Officer – Malta Corporate Services

About Our Client

Our Client is a well-established professional services organisation in Malta, offering specialist assistance to businesses and individuals. Its services cover corporate administration, tax, investment support, regulatory matters, family governance and wealth management.

Role Overview

Heroix is collaborating with our Client in the professional services sector to recruit a ​​​​​​​​​​​​​​Company Secretarial Officer. Reporting to the Company Secretarial Manager, the selected candidate will oversee corporate administration for an assigned portfolio, maintain accurate company records and coordinate submissions to the relevant Maltese authorities.

The role also involves communicating with clients and external parties, preparing corporate documentation and helping ensure that each entity fulfils its legal and governance obligations.

Key Responsibilities

• Managerial and Team Assistance: Support the Company Secretarial Manager with the administration of client entities, contribute to the smooth allocation of departmental work and undertake additional assignments when required.
• Client Portfolio Support: Serve as a regular contact for designated clients, handle enquiries professionally and assist with routine corporate administration and governance matters.
• Client Onboarding and Due Diligence: Help establish new client relationships, gather the required onboarding information and follow up on incomplete or outdated KYC and AML records, particularly in connection with changes to share capital or ownership.
• Stakeholder Coordination: Facilitate communication among clients, regulatory bodies, auditors and other external advisers to ensure that information is exchanged clearly and corporate requirements remain aligned.
• Statutory Registers: Keep registers relating to shareholders, directors, company secretaries, ultimate beneficial owners and debentures complete, current and properly maintained.
• Corporate Documentation: Produce meeting agendas, written resolutions, minutes, board materials and other routine documents required for the administration of client companies.
• Meeting Administration: Arrange board and general meetings by issuing notices, coordinating proxy documentation, verifying attendance requirements and checking that proceedings are consistent with each entity’s constitutive documents and applicable legislation.
• Company Lifecycle Matters: Assist with company formations, changes in corporate structure, removals from the register and winding-up procedures.
• Document Certification: Certify company records, resolutions and supporting documentation where authorised and required.
• Registry Submissions: Prepare and lodge annual returns, prescribed forms, amendments to constitutional documents and other notifications with the Malta Business Registry within the applicable timeframes.
• Regulatory Assistance: Help coordinate responses, documentation and submissions connected with reviews or enquiries from the Malta Business Registry and the Malta Financial Services Authority.
• Deadline Monitoring: Maintain reliable schedules for reporting and filing obligations, taking early action to reduce the likelihood of late submissions, non-compliance or administrative sanctions.
• Governance Guidance: Assist in providing practical corporate governance support while recognising and escalating potential legal, regulatory or operational concerns.
• Information Integrity: Protect sensitive client information and ensure that corporate records and communications are handled accurately, ethically and securely.
• Regulatory Awareness: Monitor developments in Maltese corporate legislation, CSP requirements and MFSA guidance, including reviewing newly issued legal notices that may affect the department.
• Professional Learning: Participate in relevant training, keep technical knowledge current and exchange useful regulatory updates and working practices with colleagues.

Qualifications, Skills and Attributes

• Education: A qualification in law, corporate services, governance, business administration or a related discipline would be considered advantageous.
• Experience: Previous exposure to company secretarial work, corporate administration or a regulated professional services environment would be beneficial.
• Regulatory Knowledge: A practical understanding of Maltese corporate legislation, Malta Business Registry procedures, MFSA expectations and CSP obligations is highly desirable.
• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.
• Communication Skills: Strong written and verbal abilities, with the confidence to explain requirements clearly and prepare precise professional correspondence.
• Interpersonal Skills: A client-focused and cooperative approach, with the ability to establish effective working relationships across internal teams and external stakeholders.
• Technical Skills: Competence in preparing corporate records, maintaining statutory information and working with standard office and document-management systems.
• Attention to Detail: A careful and methodical approach to reviewing legal documents, ownership information, meeting records and regulatory submissions.
• Organisation: The ability to manage several client matters simultaneously, maintain orderly records and complete time-sensitive work within prescribed deadlines.
• Self-Motivated: A dependable and proactive attitude, with the willingness to take responsibility for assigned matters and remain informed about regulatory developments.
• Problem-Solving: Sound judgement when identifying missing information, resolving routine administrative issues and referring higher-risk matters to the appropriate senior colleague.
• Integrity and Discretion: A strong commitment to confidentiality, professional ethics and the responsible handling of commercially sensitive information.

What's on Offer

• Compensation: A competitive remuneration package reflecting the responsibilities and professional expectations associated with the appointment.
• Working Hours: This is a full-time position. Further information about the working arrangement will be shared during the recruitment process.
• Professional Development: Access to continued learning, mentoring and interaction with senior professionals to support further career progression.
• Collaborative Culture: The opportunity to work with knowledgeable colleagues who value individual development and the continued success of the Business.
• Career Development: Opportunities for professional growth and advancement within a dynamic and expanding company.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
• CV Review: Receive candid and constructive feedback to enhance your CV.
• Interview Planning: Get personalised preparation sessions prior to your interviews.
• Cultural Fit Assessment: Understand the company culture to ensure it is the right environment for you.
• Long Term: Gain insights into the role and company for a long-term, stable career move.
• Exclusive Opportunities: Access a broader range of job opportunities.
• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

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