Senior Administrator - Company Secretary

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Description

We are seeking a detail-oriented Senior Administrator to join our Governance / Company Secretarial team. In this role, you will be responsible for providing high-quality administration and company secretarial services to a dedicated client portfolio, ensuring full compliance with all relevant statutory obligations.

The successful incumbent will serve as a key support to junior team members, offering daily guidance, mentoring, and on-the-job training. You will act as a first reviewer of outputs, support the Assistant Manager in delivering operational excellence, and play an active role in meeting internal performance goals and client service standards.

Job specification

Client Governance & Meeting Administration:

• Coordinate the full board and committee meeting cycle: scheduling, agenda drafting, board pack collation, meeting attendance, and minute finalization.

• Ensure meeting action items are completed and documented timeously.

• Maintain and update corporate calendars and action point logs for allocated clients.

• Ensure minutes are signed within required timelines and distributed accordingly.

Minute Drafting & Review:

• Draft clear, accurate, and concise minutes that capture discussions and decisions.

• Act as first reviewer of minutes prepared by team members, providing constructive feedback and ensuring alignment with client and internal standards.

• Conduct self-review of your own drafted minutes prior to escalation for second-level review.

Statutory Compliance & Record-Keeping:

• Monitor and manage statutory filing requirements in line with relevant legislation and internal deadlines.

• Maintain accurate and up-to-date statutory records (Registers of Members, Directors, etc.).

• Draft and submit corporate documentation to regulatory bodies as required.

• Ensure corporate data integrity through diligent record-keeping and system maintenance.

Client & Stakeholder Engagement:

• Act as the first point of contact for client-related governance queries within your portfolio.

• Foster strong working relationships with clients, legal advisors, and internal teams including the Luxembourg office.

• Liaise with Transfer Agents and ensure timely submission of documentation for regulatory deadlines.

Team Leadership & Mentoring:

• Provide day-to-day guidance, mentorship, and support to Administrators and new joiners.

• Lead training sessions on governance, compliance processes, and best practices as agreed with the Assistant Manager.

• Oversee team workload coverage, especially during leave periods or peak deadlines, and support weekly team planning.

Operational Efficiency & Contribution to Organizational Goals:

• Actively contribute to continuous improvement by identifying and helping implement process efficiencies.

• Align with company-wide objectives, including data excellence, service delivery, and positive culture building.

• Uphold the company's service standards, KPIs, and internal SLA expectations.

• Promote a positive and solutions-driven team culture by encouraging open communication and collaboration.

Skills Required

• Minimum 3 years’ experience in a full Company Secretarial or governance-related role.

• Strong working knowledge of corporate law, regulatory filings, and board governance processes.

• Experience working with clients across multiple jurisdictions (e.g., Luxembourg) is advantageous.

• Proficiency with minute-taking, corporate calendars, and governance documentation tools.

• Experience with workflow tracking platforms is a advantageous.

• Strong technical knowledge of governance and statutory compliance.

• Exceptional attention to detail and ability to self-review work.

• Excellent verbal and written communication skills.

• Ability to work independently while contributing to a wider team.

• Proactive problem-solver with a solution-oriented mindset.

• Proven time management and organisational skills.

• Strong interpersonal skills with the ability to build relationships with clients and internal stakeholders.

What you will get in return

• A genuinely unique opportunity to be part of an expanding large global business;

• Competitive remuneration commensurate with skills and experience;

• Training and development opportunities.

Additional information

We are an equal opportunity employer and ensure that no applicant is subject to less favourable treatment on the grounds of gender, gender identity, marital status, race, colour, nationality, ethnicity, age, sexual orientation, socio-economic, responsibilities for dependants, physical or mental disability. Any hiring decision are made on the basis of skills, qualifications and experiences.

We measure our success as a business, not only by delivering great products and services and continually increasing our assets under administration and market share, but also by how we positively impact people, society and the planet.

For more information on our commitment to Corporate Social Responsibility (CSR) please visit https://theapexgroup.com/csr-policy/

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.