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Apex Fund Services (Ireland) Limited

Company Secretarial Assistant

Apex Fund Services (Ireland) Limited

  • Dublin
  • Negotiable
  • Contract
  • Updated 03/01/2018
  • HR Manager
this job is expired
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We're looking for a highly motivated Company Secretarial Assistant for our Dublin office with the ability to perform a variety of tasks in a fast paced challenging environment.


The Business

Apex Fund Services, established in Bermuda in 2003, is one of the world’s largest specialist fund administration and middle office solutions providers. Apex has continually improved and evolved its product suite by surrounding these core administrative services with additional products spanning the full value chain; from information delivery and regulatory products to capital introduction services. Apex now administers the investments of some of the largest funds and institutional investors in the world.


The Position – Company Secretarial Assistant

The successful applicant for this position will be highly motivated with the ability to perform a variety of tasks in a fast paced challenging environment.


The Role

This contract role has been developed to assist the Company Secretary in the performance of their duties under the Irish Companies Acts for Apex Fund Services (Ireland) Limited (“Apex Ireland”) and with the management of a varied portfolio of Irish domiciled and non-Irish domiciled clients for which Apex Ireland acts as company secretary, including UCITS and Non-UCITS funds and management companies.


The Skills



  • To manage relevant relationships with team members
  • To manage relationships with clients, Boards and other service providers
  • To build positive relationships and add real value to the teams and entities from a governance perspective
  • To adhere to processes, procedures, and working practices for the greater good of the entities


Principal Responsibilities:

To ensure that the company’s legal entities and clients are in compliance with laws and regulations and relevant internal rules and regulations, by:

  • Assisting with the organising of Meetings, drafting of agendas, preparation of Board papers and attending Board meetings
  • Preparing draft minutes and action point lists of the matters arising from Board meetings and sending them to the client and Board for review within the relevant timeframe
  • Amending minutes and action point lists to incorporate any changes suggested and circulate revised lists to all board members and persons allocated an action point
  • Assisting with Companies Act / ICAV Act filings and registrations
  • Maintaining corporate registers (e.g., register of directors, etc.)
  • Dealing with any other responsibility reasonably assigned by the Company Secretary


On-going Company Secretarial compliance for a varied portfolio of clients to include:

  • Changes to directors/secretary, registered office
  • Change of Company Name
  • Preparation and filing of Annual Returns
  • Holding of Annual General Meetings and Extraordinary General Meetings
  • Assist the Company Secretary deal with queries and requests on a day to day basis from clients, auditors and internal staff
  • To represent the Company in a professional manner and enhance the perception of the Company as client oriented, proactive and dedicated to providing a superior service


Essential Skills / Experience:

  • Experience in a company secretary/company secretarial assistant role, preferably in a fund or legal environment


Key Skills / Experience:

  • Strong written communication skills with proven ability in the use of the English language
  • Exceptional proofreading is required to ensure the accuracy of the documents and correspondence
  • Excellent organisational and time management skills
  • Must be flexible and have the ability to manage shifting priorities
  • Good knowledge of Windows based software's
  • Minute taking experience
  • Creativity


Location – Apex Ireland (Dublin)


Find out more about us by visiting our website at

Ref: ApexIE-DUB-CoSecAsst
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Apex Fund Services (Ireland) Limited

Apex Fund Services (Ireland) Limited


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