Job Description
Job Detail
overview
Our client is seeking to recruit a Corporate & Finance Administrative Assistant who will provide corporate secretarial, finance and executive administration support across the Group. This is not a typical administrative role: it calls for specific domain expertise, combined with strong process and project management. The role reports to the General Counsel. The position is fully remote and based in Mauritius.
Responsibilities:
Company Secretarial:
Act as the primary point of contact for the appointed administrators in Mauritius, and triage communications out to the team as necessary.
Maintain a Group-wide statutory compliance calendar covering annual returns, statutory filings, licence renewals and other deadlines, and make sure each one is met.
Maintain an up-to-date central record for each Group entity: constitutional documents, statutory registers, directors and officers, shareholdings and beneficial ownership and liaise with legal advisors in other jurisdictions to keep all filings up to date.
Coordinate board and shareholder resolutions and meetings for entities outside the main operating company: prepare drafts, circulate papers, collect signatures, keep minutes and file them.
Obtain certificates of good standing, certified copies, notarisations and apostilles as required for transactions, bank or counterparty requests.
Obtain and maintain up-to-date KYC and other personal information from key stakeholders including shareholders and directors.
Prepare, send and track signature packs through DocuSign, following up until every signatory has signed.
Keep a live tracker of documents awaiting signature: signatory, date sent, follow-ups and status.
Act as day-to-day contact with the group's corporate administrators for routine requests, forms and document exchange.
Finance Administration:
Support finance administration processes across the Group's entities.
Coordinate bank account opening, mandate and signatory changes, and the bank KYC that comes with them.
Prepare, send and track signature packs (financial statements, resolutions, representation letters, bank forms) through DocuSign, following up until every signatory has signed.
Keep a live tracker of documents awaiting signature: signatory, date sent, follow-ups and status.
Act as day-to-day contact with the group's corporate administrators for routine requests, forms and document exchange.
Support country finance teams with document collection for audits and regulatory requests
Supply corporate documents and records to auditors, tax advisors and finance colleagues for audits and statutory accounts.
Prepare and send invoices, track payment, and send reminders as required.
Process & Project Management:
Own requests from inbox to resolution, tracking and following up until each is closed.
Keep processes and records organised in Google Drive.
Manage KYC requests and documentation from banks, counterparties and service providers.
Manage document execution through DocuSign, including the signing order, follow-up and filing of executed copies.
Identify recurring requests and build simple templates, checklists and trackers so the work is faster and consistent.
what you need to know
Profile:
Open to a range of profiles: from a highly organised candidate without professional qualifications through to a qualified lawyer, chartered secretary or accountant. Strong, relevant practical experience matters more than formal qualifications.
At least 3 years' relevant experience in company secretarial work, corporate administration, corporate services, legal operations, or finance administration.
Highly desirable: experience in a Mauritius management company, corporate services provider or global business company environment, or supporting a multi-entity group, including coordinating external advisors and service providers (administrators, lawyers, auditors, banks) across more than one jurisdiction.
Working knowledge of company secretarial practice: statutory registers, board and shareholder resolutions, minutes, annual returns, changes in directors and shareholders, and beneficial ownership.
Working knowledge of finance administration: bank mandates and KYC, supporting audits, and keeping supporting records.? Must be based in Mauritius and have the right to work there.
Excellent written and spoken English.
Strong practical ability to run company secretarial, corporate and finance administration work across multiple entities, accurately, with high attention to detail and limited supervision.
Highly organised, with strong process and project management skills.
Already operating beyond assigned tasks, with experience owning matters end to end, from inbox to resolution, and driving external administrators, advisors and internal teams to close them within weeks, not months. A self-starter who is comfortable working fully remotely across time zones.
Able to work with incomplete information, spot compliance risks and deadlines before they become problems, ask the right questions of advisors and colleagues, triage matters to the right people, and know when to escalate. Discreet with confidential corporate, financial and personal information.
Able to explain corporate, legal and finance requirements clearly and concisely to colleagues across countries and functions, and to senior management. That includes what is needed, by when, and what happens if it is not done.
Confident with DocuSign, Google Workspace, Microsoft Office and shared trackers. Uses AI tools where appropriate to work faster, such as drafting, summarising and organising documents and data, with the judgement to check the output for accuracy and to protect confidential information.
The maturity to work effectively with senior stakeholders and external advisors, take on broader ownership of the Group's corporate governance and finance administration over time, and help build scalable processes as group grows.
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Job information
Job Reference:
2643-CFAA-ARL
Published Date:
23 October