Company Secretary Officer

Job Description

Provide day-to-day support to the Company Secretarial Manager in the administration of corporate secretarial matters; Assist with the coordination and delivery of company secretarial services across the team; Act as a point of contact for assigned clients, responding to queries in a professional and timely manner; Support clients with routine company secretarial requirements and corporate governance matters; Assist with client onboarding processes, including the collection and review of KYC/AML documentation, and follow up on outstanding or expired documentation related to share transfers, allotments, and other corporate changes; Build and maintain strong client relationships while ensuring services are delivered in accordance with regulatory requirements; Liaise with regulators, auditors, and external stakeholders on behalf of clients where required; Maintain and update statutory registers, including registers of members, directors, company secretaries, beneficial owners, and debentures; Prepare company secretarial documentation, including board agendas, minutes, resolutions, board packs, notices, and proxy documentation; Coordinate Board and Shareholder meetings, ensuring quorum requirements and statutory obligations are met in accordance with the Companies Act and the company's Articles of Association; Assist with company incorporations, restructurings, share transfers, share allotments, liquidations, and company strike-offs; Certify corporate documents and resolutions where required; Maintain accurate corporate records and ensure statutory documentation is complete and up to date; Prepare and submit statutory filings with the Malta Business Registry (MBR), including annual returns, constitutional amendments, and prescribed MBR forms; Support regulatory submissions and liaise with the Malta Business Registry (MBR) and Malta Financial Services Authority (MFSA) where required; Monitor statutory deadlines to ensure timely regulatory filings and ongoing compliance; Support the provision of corporate governance advice to clients and assist in identifying company secretarial and governance risks; Ensure confidentiality, accuracy, and integrity across all company secretarial documentation and client records; Monitor changes to Maltese company legislation, MFSA requirements, CSP regulations, and relevant legal notices, communicating updates to the team where applicable; Participate in ongoing training and professional development initiatives while supporting knowledge sharing within the department; Assist with additional company secretarial duties as assigned by management. Experience Previous 1 year of experience within corporate services; Good understanding of Maltese company law, corporate governance principles, and regulatory requirements; Experience preparing statutory documentation and corporate records; Familiarity with Malta Business Registry (MBR) procedures and statutory filings; Experience handling KYC/AML documentation will be considered an asset. Personal Skills Strong organisational and time management skills; Excellent written and verbal communication skills; Strong attention to detail and accuracy; Ability to manage multiple priorities and meet statutory deadlines; Professional and client-focused approach; Ability to work independently and collaboratively within a team; High level of integrity with the ability to handle confidential information professionally. BroadWing

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