Manager, Fund & Corporate Secretarial Services

Manager, Fund & Corporate Secretarial Services

Location: Luxembourg

Location: Luxembourg

Job type: Permanent, Hybrid, 3 days per week in the office

Hours: Full-time, 40h/week

The salary range for this specific role will be €85,000 - €95,000 gross per year. The final salary will be determined based on relevant skills, experience, and role scope, in line with our objective and gender-neutral compensation framework.

The Manager, Fund & Corporate Secretarial Services is responsible for managing and overseeing the delivery of company secretarial and corporate governance services to a portfolio of regulated and non-regulated funds and related entities. The Manager ensures services are delivered accurately and on time, in accordance with applicable legal, regulatory and governance requirements, fund documentation, and internal policies and procedures.

The role includes oversight and review of board and shareholder meeting processes, corporate records, resolutions, statutory and regulatory filings, and other governance matters. The Manager acts as a key contact for clients and stakeholders, provides guidance on complex matters, manages and develops team members, and ensures appropriate quality, risk management and escalation. The Manager also contributes to process improvements, regulatory and organisational change initiatives, and the achievement of wider departmental objectives.

Some of the things you’ll be doing

• Manage a portfolio of regulated and non-regulated funds and related entities.
• Oversee the planning and delivery of board, committee and shareholder meetings.
• Review board packs, minutes, resolutions, statutory records, filings and other corporate documentation.
• Ensure governance obligations, corporate actions and filing deadlines are appropriately monitored and completed.
• Provide guidance on company secretarial and corporate governance matters.
• Act as a key contact for clients, board members and internal and external stakeholders.
• Manage, supervise, coach and develop team members and oversee workload allocation.
• Maintain quality standards and identify and manage operational and governance risks.
• Monitor outstanding actions and ensure appropriate follow-up, resolution and escalation.
• Support client and entity onboarding and the establishment of appropriate governance arrangements.
• Drive process improvement, standardisation and automation opportunities.
• Support departmental projects, regulatory change and wider business objectives.

• Lead, mentor, and develop the Corporate Secretarial team, setting objectives and service standards.
• Ensure compliance with Luxembourg Companies Law, CSSF requirements, and AML/KYC obligations.
• Oversee the preparation and review of board and shareholder meeting documentation, agendas, minutes, and resolutions.
• Act as the primary senior contact for key clients, attending board meetings, and providing governance guidance.
• Coordinate annual general meetings and maintain statutory registers and corporate records for all managed entities.
• Support fund launches, restructurings, and mergers, assisting with the onboarding of new structures and clients.
• Drive process automation and digital governance initiatives, ensuring high-quality document management.
• Collaborate closely with Fund Administration, Legal, Compliance, Tax, and other departments for cross-functional projects.
• Monitor legislative changes and implement regulatory updates across the Corporate Secretarial function.

• Master's degree in Law, Corporate Governance, or a related field is required.
• Professional qualification in Corporate Governance or Company Secretarial Practice is advantageous.
• Minimum 10-15 years of experience in Luxembourg corporate secretarial services or legal administration.
• Minimum 5 years in a leadership role, demonstrating strong team management and client relationship skills.
• Experience within a fund administrator, trust company, or asset manager is preferred.
• In-depth knowledge of Luxembourg corporate law and regulatory requirements.
• Excellent leadership, communication, and client relationship management abilities.
• Ability to work independently and manage multiple priorities effectively.
• Strong analytical and problem-solving skills, with a focus on process improvement.
• Proficiency in Microsoft Office and relevant corporate secretarial software.