Company Secretarial Services Officer

JOB SUMMARY

The Company Secretarial Services Officer will provide corporate secretarial support to client companies. Working closely with the Co-Sec Manager, the Officer will assist in delivering high-quality services while ensuring compliance with Maltese company law, MFSA regulations, and CSP standards. The role involves supporting client-facing activities, managing statutory filings and registers, coordinating meetings, and contributing to governance and compliance requirements.

DUTIES AND RESPONSIBILITIES include:

Team and Organisational Support

• Provide day-to-day support to the Co-Sec Manager in the management of corporate secretarial matters.

• Assist with the coordination and delivery of services across the Co-Sec team.

Client Service & Relationship Management

• Support clients with routine company secretarial requirements and governance advice.

• Assist with the onboarding of new clients and assisting with obtaining updated KYC/AML documentation.

• Build and maintaining strong client relationships while ensuring service delivery aligns with regulatory expectations.

• Serve as a liaison between clients and regulators, auditors, and external stakeholders, ensuring clear communication and governance alignment.

Company Secretarial & Governance

• Manage and update statutory registers, including registers of members, directors, secretaries, beneficial owners, and debentures.

• Draft and prepare standard governance documents, such as agendas, minutes, resolutions, and board packs.

• Prepare notices, manage proxies, confirm quorum and ensure compliance with the Companies Act and Articles of Association, for upcoming Board and Shareholder meetings.

• Assist with the incorporation, restructuring, striking off, or liquidation of client companies.

• Certify corporate documents and resolutions as required.

• Ensure accurate corporate record-keeping and securing maintenance of statutory records for client entities.

Regulatory & Compliance Support

• Assist in the preparation and submission of statutory filings with the Malta Business Registry (MBR) within prescribed deadlines.

• Support regulatory submissions and inspections.

• Support the provision of governance advice to clients.

• Contribute to the identification and management of risks in company secretarial and governance matters.

• Ensure confidentiality, legal accuracy, and integrity in all client interactions and documentation.

QUALIFICATIONS AND EXPERIENCE

• A University degree or equivalent professional qualification.

• Experience in a corporate secretarial or company governance role, ideally within a CSP or professional services environment.

SKILLS AND COMPETENCIES

• Expertise in the Maltese Companies Act and contemporary corporate governance practices.

• Exceptional organisational and drafting skills, with the ability to produce precise corporate documentation.

• Strong command of electronic execution platforms (DocuSign/QES) considered an asset.

• Highly developed communication skills.