Company Secretary Officer

Our client is a leading professional services firm.

• 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.

• 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.

• 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.

*Please note that all job applicants will be automatically added to the Broadwing LTD candidate database and will receive an automatic email with user credentials to benefit from our online platform.