Our client, an established professional services organisation in Malta, is looking to recruit a Company Secretarial Officer to join its Corporate Services team.

The successful candidate will provide company secretarial and corporate governance support to a portfolio of client companies, working closely with the Company Secretarial Manager. This role would suit someone with experience in corporate services who is organised, detail-oriented, and comfortable dealing with clients, regulatory bodies, and statutory requirements.

Key Responsibilities

• Provide day-to-day support to the Company Secretarial Manager and wider Corporate Services team.
• Act as a point of contact for assigned clients and respond to company secretarial queries in a timely and professional manner.
• Assist with the onboarding of new clients and the collection and maintenance of KYC and AML documentation.
• Maintain and update statutory registers, including registers of members, directors, secretaries, beneficial owners, and other required corporate records.
• Prepare corporate documentation including board and shareholder resolutions, minutes, agendas, notices, and board packs.
• Assist with the organisation of board and shareholder meetings, including preparation of notices, proxies, quorum requirements, and supporting documentation.
• Support company incorporations, restructurings, share transfers, share allotments, liquidations, and company strike-offs.
• Prepare and submit statutory filings and annual returns with the Malta Business Registry within the required deadlines.
• Assist with regulatory submissions and correspondence with authorities including the Malta Business Registry and Malta Financial Services Authority.
• Monitor statutory deadlines and ensure client companies remain compliant with relevant filing obligations.
• Liaise with clients, auditors, regulators, and other external stakeholders as required.
• Support clients with general corporate governance and company secretarial matters.
• Ensure corporate records and documentation are maintained accurately and confidentially.
• Monitor relevant updates to Maltese company law, regulations, and industry guidance and communicate relevant developments internally.
• Assist with any other corporate services or company secretarial duties as required.

Requirements

• Previous experience within company secretarial, corporate services, legal, fiduciary, or professional services would be considered an asset.
• Good understanding of Maltese company law and corporate governance requirements.
• Familiarity with Malta Business Registry filings and statutory documentation would be advantageous.
• An understanding of KYC, AML, and compliance requirements.
• Strong organisational skills with excellent attention to detail.
• Ability to manage deadlines and multiple client matters simultaneously.
• Strong written and verbal communication skills.
• Professional and confident when dealing with clients and external stakeholders.
• Ability to work both independently and as part of a team.
• A relevant qualification in law, business, corporate administration, compliance, or a related field would be considered an advantage.

The Opportunity

This is a great opportunity to join an established organisation and further develop your career within corporate services and company secretarial work, gaining exposure to a varied portfolio of clients and a broad range of governance and corporate matters.