Our client is seeking a Company Secretarial Officer to join their Corporate Services team. This role offers an excellent opportunity for a detail-oriented and proactive professional to provide corporate secretarial support to a diverse portfolio of client companies.

Working closely with the Company Secretarial Manager, the successful candidate will assist in delivering high-quality corporate services while ensuring compliance with Maltese company law, regulatory requirements, and industry best practices. The role involves client interaction, governance support, statutory compliance, and maintaining accurate corporate records.

Key Responsibilities

Team & Organisational Support

• Provide day-to-day support to the Company Secretarial Manager on a variety of corporate secretarial matters.
• Assist with the coordination and delivery of services across the Corporate Services team.
• Support management and colleagues with additional tasks and projects as required.

Client Service & Relationship Management

• Act as a point of contact for assigned clients, responding to queries in a timely and professional manner.
• Support clients with routine company secretarial and corporate governance requirements.
• Assist with client onboarding processes, including the collection and review of KYC and AML documentation.
• Follow up on outstanding or expired KYC documentation and assist with due diligence processes relating to share transfers and share allotments.
• Build and maintain strong client relationships while ensuring service delivery meets regulatory and compliance standards.
• Liaise with regulators, auditors, and external stakeholders on behalf of clients when required.

Company Secretarial & Corporate Governance

• Maintain and update statutory registers, including registers of members, directors, company secretaries, beneficial owners, and debenture holders.
• Ensure accurate corporate record-keeping and maintenance of statutory records for client entities.
• Draft and prepare governance documentation, including agendas, board packs, minutes, resolutions, and related corporate documents.
• Coordinate board and shareholder meetings, including preparing notices, managing proxies, confirming quorum requirements, and ensuring compliance with the Companies Act and company constitutions.
• Assist with company incorporations, restructurings, share transfers, share allotments, company restorations, liquidations, and strike-off procedures.
• Certify corporate documents and resolutions where required.

Regulatory & Compliance Support

• Assist in the preparation and submission of statutory filings with the Malta Business Registry (MBR), including annual returns, MBR forms, and constitutional amendments.
• Support regulatory submissions and inspections involving the Malta Business Registry (MBR) and Malta Financial Services Authority (MFSA).
• Monitor statutory deadlines to ensure timely filings and compliance with regulatory obligations.
• Help prevent regulatory breaches and penalties through effective compliance monitoring.

Governance, Advisory & Risk Management

• Support the provision of governance and corporate compliance advice to clients.
• Assist in identifying and mitigating company secretarial and governance-related risks.
• Maintain the highest standards of confidentiality, accuracy, integrity, and professionalism in all client interactions and documentation.

Professional Development & Industry Awareness

• Stay informed of developments in Maltese company law, regulatory requirements, and CSP industry standards.
• Participate in training and continuous professional development initiatives.
• Share knowledge and best practices with colleagues to support team development.
• Monitor relevant legal notices and regulatory updates and communicate key developments to the wider team.

Requirements

Qualifications & Experience

• Previous experience within a Company Secretarial, Corporate Services, Legal, Compliance, or related environment will be considered an asset.
• Knowledge of Maltese company law and corporate governance principles is highly desirable.
• Familiarity with MBR filings, corporate structures, and regulatory requirements would be advantageous.

Skills & Competencies

• Excellent organisational skills with strong attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet strict deadlines.
• Professional and client-focused approach.
• High level of integrity, discretion, and confidentiality.
• Strong problem-solving skills and a proactive mindset.
• Ability to work both independently and as part of a collaborative team.

Why Apply?

• Opportunity to join a professional and growing Corporate Services environment.
• Exposure to a broad range of corporate governance and company secretarial matters.
• Ongoing professional development and career progression opportunities.
• Collaborative team culture with exposure to a diverse client portfolio.