CAREERS

Corporate Secretarial Senior Administrator

📁
Institutional Trust
📅
83213 Requisition #

About Northern Trust


Northern Trust provides innovative financial services and guidance to corporations, institutions and affluent families and individuals globally. With 130 years of financial experience and nearly 20,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.

Working with Us


As a Northern Trust partner, you will be part of a flexible and collaborative work culture, which has a strong history of financial strength and stability. Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company that is committed to strengthening the communities we serve! 


We recognize the value of inclusion and diversity in culture, in thought, and in experience, which is why Forbes ranked us the top employer for Diversity in 2018.


We’d love to learn more about how your interests and experience could be a fit with one of the world’s most admired and ethical companies. Build your career with us and apply today!


Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities.


If, because of a medical condition or disability, you need reasonable accommodation for any part of the employment process, please email us at APAC_Talent_Acquisition_Communications@ntrs.com


Summary


Delivery of professional, effective, high quality corporate secretarial services on behalf of a number of listed and unlisted companies, limited partnerships and unit trusts. Develop a basic understanding of the business function. Likely to be accountable for regular reporting or process administration. Junior level administrator to work in conjunction with the other members of the Corporate Secretarial team to provide a company secretarial service to the various entities.

  

Duties

  • Draft board meeting agenda for the Board of Directors (clients).
    • Refer to previous agenda for open items and seek topics for discussion in upcoming meeting.
    • Send out agenda to board meeting attendees
  • Draft minutes of the board meeting of Board of Directors.
    • Attending the board meeting via conference call (certain instances). Listen only, no inputs will be required.
    • Timely turnaround of minutes will be needed due to tight deadlines.
    • Basic understanding of the fund industry will be an advantage to be able to clearly state the correct message on the minutes.
  • Review drafted minutes prepared by other members of the team.
    • Making sure there are no spelling or grammar mistakes on the minutes and making sure overall information makes sense. Errors in the minutes can result in inaccurate information discussed in the board meetings.
    • Sending the final minutes to home location.
  • Request reports required for the board papers in advance of the meeting.
    • Board pack contains different businesses, depending on the types of service being provided to the client. Should be able to reach out to the correct teams to request the specific type of reports.
    • Review completed board pack to make ensure completeness.
  • Consolidate and dispatch board pack to home location for verification and checking at least 10 days prior to meeting.
    • Making sure all reports are complete and saved on the correct server.
    • Upload all reports on Diligent Boardbooks software.
  • Filings with different regulatory bodies.
    • File the necessary documents and requirements with the respective government entity concerned such as but not limited to: CSSF and RCS (Lux government bodies).
    • Assist with the maintenance of statutory records in both electronic and physical form.  
  •  To perform other company secretarial functions from time to time as may be required.
    • Provide support to the different Corporate Secretarial home locations in completing and assisting with various corporate secretarial tasks as required.
    • Liaise with internal colleagues / departments as necessary.

Qualifications

  • Proficient in minute taking, paraphrasing and comprehension.
  • Effective communication (written and verbal) with a good command of the English language.
  • Strong organizational skills with good accuracy and attention to detail.
  • Strong time management skills.
  • Proficient with Microsoft Office Suite (predominantly Word, Excel, and Outlook) and PDF
  • Professional in appearance and manner
  • The ideal candidate will hold a minimum of 4 years experience in an office environment with experience in admin assistant/secretary.  
  • University degree
  • Knowledge of the fund/banking industry is a plus.
  • Knowledge of Diligent Boardbooks or any other board packaging software would be an advantage

Experience

  • Experience in corporate secretarial services (working knowledge / exposure to Philippine Business Registry and the SEC) preferred;
  • Exposure to client facing situations would be an advantage;
  • Any experience attending board meetings and taking minutes would be an advantage;
  • Strong written communication skills;
  • Attention to detail and accuracy;
  • Organizational skills with the ability to prioritize and escalate potential risks.
  • Exposure to banking/fund/BPO/shared services industry would be a plus as basic to intermediate understanding of fund/bank management would aid the candidate to effectively perform corporate secretarial function.

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Reasonable Accommodation
Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please email our HR Service Center or call 1-800-807-0302 (North America), +630-276-5353 (Asia Pacific), 1800-425-0333 (India), +44(0)207 982 4357 (Europe, Middle East and Africa) and let us know the nature of your request and your contact information.

Equal Employment Opportunity Statements
  • APAC/India EEO Statement
    • APAC/INDIA EEO STATEMENT

      It is the policy and practice of Northern Trust to provide equal employment opportunities to all employees and applicants. Northern Trust does not discriminate on the basis of race, colour, religion or belief, nationality, ethnic or national origin, sex, marital status, sexual orientation, disability or age. All employment decisions will be made in a non-discriminatory manner in accordance with our obligations under the law and codes of practice. This includes human resources’ decisions relating to recruitment, terms and conditions of employment, transfers, promotions and access to learning and development.

  • Canada EEO Statement
    • Canada EEO STATEMENT

      Northern Trust is an Equal Opportunity Employer. Hiring and other employment decisions at Northern Trust are made without regard to race, colour, religion, sex, ancestry, national origin, ethnic origin, age, disability, citizenship, veteran status, sexual orientation, record of offences, marital status, family status, or any other characteristic protected by federal, provincial, or local law, regulation, or ordinance.

  • EMEA EEO Statement
    • EMEA EEO STATEMENT

      It is the policy and practice of Northern Trust to provide equal employment opportunities to all employees and applicants. Northern Trust does not discriminate on the basis of race, colour, religion or belief, nationality, ethnic or national origin, sex, marital status, sexual orientation, disability or age. All employment decisions will be made in a non-discriminatory manner in accordance with our obligations under the law and codes of practice. This includes human resources’ decisions relating to recruitment, terms and conditions of employment, transfers, promotions and access to learning and development.

  • USA EEO Statement
    • USA EEO STATEMENT

      It is the policy of The Northern Trust Company to afford equal opportunity in all phases of employment without regard to an individual's age, race, color, religion, creed, gender, national origin, citizenship status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic tests and information, physical or mental disability, protected veteran status or any other legally protected status. EEO poster (U.S.)EEO is Law Poster Supplement