Corporate Secretarial Service Coordinator

Specialist, SPV Coordination
Hong Kong
Monday – Friday, 09:00 – 18:00
Hybrid

Some of the things you’ll be doing:

Support a world-wide known asset management firm, sitting and working in client’s office
To support and to co-ordinate various stakeholders of the asset management firm, communication with various teams ranging from internal legal/finance/tax teams, external legal counsel, external professional parties, bankers, different secretarial services vendors/ registered agents of various jurisdictions
To oversee and to keep track the full lifecycle of the business/real estate/private equity deals, from initiation to closing, to ensure compliance, accuracy, and efficiency.
To support and to keep track on execution work flow on client’s daily contracts/agreements including but not limited to engagement letters, non-disclosure agreements, confidentiality agreements, deal letters, consultancy / vendor agreements/cosec docs/tax related documents/accounting stuff
To ensure timely service deliverables from different secretarial/professional vendors to ensure corporate compliance with their corresponding jurisdictions
To liaise with different bankers from various jurisdictions and to support their KYC refresh/banking facilities renewal
To ensure data management in client’s database platform

What technical skills, experience, and qualifications do you need?

4-5 years of experience working in corporate secretarial field
HKCGI graduate
Full spectrum of secretarial knowledge with HK regulatory compliance, preferrable on funds knowledge
Can work independently
Good interpersonal skills with strong co-ordination skills with different stakeholders
Good command of written, and spoken English and Mandarin
Well organized, detailed minded with transaction management skills
Can work under high pressure with fast pace of working environment
Proactive and a good team player
Willing to adapt and cope with changes

Coordinate and manage corporate secretarial services for a diverse range of clients.
Ensure compliance with HK regulatory requirements and maintain up-to-date knowledge of legal and regulatory changes.
Prepare and file all necessary documentation, including annual returns, company secretarial records, and other legal filings.
Provide support and guidance to clients on corporate governance matters and best practices.
Maintain accurate and organized records, ensuring data integrity and confidentiality.
Liaise with external parties, such as government agencies, legal professionals, and other service providers.
Assist in the preparation of board meeting materials and minutes, ensuring accuracy and timely distribution.
Manage and prioritize multiple tasks and deadlines, working effectively in a fast-paced environment.
Develop and maintain strong relationships with clients, building trust and providing exceptional service.
Stay updated on industry trends and best practices, and contribute to continuous improvement initiatives.

A minimum of 4-5 years of experience in the corporate secretarial field, preferably with a focus on HK regulatory compliance.
Graduation from the HKCGI or a similar corporate governance program is highly preferred.
In-depth knowledge of the full spectrum of secretarial services, with a strong understanding of funds knowledge.
Excellent interpersonal skills and the ability to coordinate effectively with various stakeholders.
Fluent in written and spoken English and Mandarin, with strong communication and presentation skills.
Highly organized with a meticulous attention to detail, and experience in transaction management.
Ability to work independently, manage time effectively, and thrive in a high-pressure environment.
Proactive, self-motivated, and a strong team player, willing to adapt to changing work priorities.
Strong problem-solving skills and the ability to make sound decisions under pressure.
A positive attitude, a professional demeanor, and a commitment to delivering exceptional client service.

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