About this role
Company Description
ABOUT IQ-EQ
We’re a leading Investor Services group offering end-to-end services in administration, accounting, reporting, regulatory and compliance needs of the investment sector worldwide.
We employ a global workforce of 6,500+ people across 24 jurisdictions and have assets under administration (AUA) exceeding US$857 billion. We work with 13 of the world’s top 15 private equity firms.
Our services are underpinned by a Group-wide commitment to ESG and best-in-class technology including a global data platform and innovative proprietary tools supported by in-house experts.
Above all, what makes us different is our people. Operating as trusted partners to our clients, we deliver intelligent solutions through a combination of technical expertise and strong relationships based on deep client understanding.
We’re driven by our Group purpose, to power people and possibilities.
Job Description
Job Summary
The Senior Officer – Review is responsible for validating secretarial deliverables and ensuring adherence to quality standards. This role involves detailed review of work submitted by Officers (Levels 1–3) and acting as a subject matter expert for daily operations.
The position focuses on:
- Quality assurance of deliverables
- Compliance with Group, Company, and regulatory policies
- Coordination with the Assistant Manager for final reviews (where required)
The Senior Officer is also expected to independently resolve complex issues and contribute to continuous process improvement.
Core Responsibilities
- Review work completed by junior staff
- Coach and guide junior team members to improve accuracy and quality
- Support client and stakeholder communications
- Ensure compliance with policies, procedures, and regulatory requirements
- Manage and maintain client portfolio documentation
Key Tasks
1. Review of Secretarial Deliverables
Review tasks prepared by Officers 1, 2, and 3, including:
Meeting Documentation
Annual Board Meeting documents:
- Agenda
- List of transactions
- Attendance list
- Power of attorney
Annual General Meeting documents:
- Agenda
- Convocation letter
- Attendance list
- Power of attorney
- Declaration of external director
Minutes Preparation
- Minutes based on recordings (Directors, Shareholders/Members meetings)
- Minutes based on templates
Resolutions
- Resolutions without templates (Directors, Shareholders/Members)
- Resolutions based on templates
Corporate Documentation
- Structure charts
- Agreements (loan agreements, capital/share premium contributions, etc.)
- Statutory changes
- Identification and registration of Ultimate Beneficial Owner (UBO)
- Updates/changes in UBO
Financial & Corporate Actions
- Dividend distributions
- Share distributions
- Capital/share premium contributions
- Liquidation processes
Banking Activities
- Bank account opening documentation
- Bank periodic file reviews
- Changes in bank signatories
Compliance Responsibilities
- Conduct client file reviews
- Review Client Due Diligence (CDD) documentation
- Perform compliance checks (bad press & world checks)
- Prepare bad press/world check memos
- Conduct transaction monitoring
- Identify Politically Exposed Persons (PEP) and prepare PEP memos
- Review/assess Serviced Entity Risk Rating (SERR)
- Prepare notes for committees
Administrative & Client Support
- Process payment instructions
- Provide additional administrative and operational support as required
Qualifications
Educational Background:
• Degree holder and/or related Professional qualification
Professional Experience:
• Minimum 5 years of experience in Corporate Administration and Secretarial matters
Additional Information
OUR COMMITMENT TO YOU AND THE ENVIRONMENT
As a forward-looking business, sustainability is integral to our strategy and operations. Our sustainability depends on us building and maintaining meaningful, long-term relationships with all our stakeholders – including our employees, clients, and local communities – while also reducing our impact on our natural environment.
There is always more we can, and should do, to improve – whether in relation to our people, our clients, our planet, or our governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. We’re committed to fostering an inclusive, equitable and diverse culture for our people, led by our Diversity, Equity, and Inclusion steering committee.
Our learning and development programmes and systems enable us to invest in growing our employees’ careers, while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues. We want to empower our 6,500+ employees - from 94 nationalities, across 24 countries - to each achieve their potential. Through IQ-EQ Launchpad we support female managers launching their first fund, in an environment where only 15% of all private equity and venture capital firms are gender balanced.
We’re committed to growing long-term relationships with our clients and supporting them in achieving their objectives. We understand that our client’s sustainability and success leads to our sustainability and success. We’re emotionally invested in our clients right from the beginning.