Key Responsibilities

The primary focus of the role will be:

• Board / Shareholder meeting attendance / Board communication / Minute taking / drafting / circulation / approval / filing;
• Drafting of Board / Shareholders minutes and written resolutions;
• Statutory register validation / sign off;
• Undertake company liquidation / dissolution process;
• Undertake limited partnership establishment / termination process;
• Assisting the Associate Directors and members of the management team with the Business Acceptance Committee process for new client entities;
• Building a strong relationship with the team’s key client through regular and open dialogue and the timely completion of key tasks;
• Developing and building relationships with the client’s key touch points;
• Supervising junior team members;
• Ensuring the day to day company secretarial duties of client entities are undertaken, whilst adhering to all statutory and regulatory requirements;
• Management of client deliverables through own contribution and assisting the Associate Directors with the allocation of work across client teams, including absence management;
• Identifying areas for development of senior administrators / administrators and trainees.
• Supporting the Associate Directors in managing the adequate resourcing of the client teams, including undertaking recruitment interviews;
• Deal with queries from auditors on controls and providing back up where needed;
• Acting as mentor to any team member requiring general support and guidance;
• Actively managing and developing the client relationship including meeting attendance, involving some travel to client offices;
• Managing (both within the team and opposite the client) the content of client specific Action trackers and execution of deliverables to agreed timescales;
• Support best practice and adoption of uniform process and procedures across the team.  Including contributing towards the content and accuracy and promotion of the use or and reference to the companies Intranet;
• Working with other assistant managers and managers across the business to further enhance the efficient delivery of a high-quality service to develop the controls around Private Equity Fund administration;
• Undertake and contribute towards objective setting and regular performance appraisals. Including giving, receiving and acting upon feedback on individuals and team performance;
• Adhere to group policy on complaints, internal procedures and encourage others to do the same;
• Liaising with the clients and their advisors to understand complex issues especially in relation to compliance with partnership agreements, accounting standards and any other document relating to the relevant Fund;
• Hold signing responsibilities in line with current Group Policy; and
• To assist and contribute towards Group or Team projects as required.

Candidate Profile:

• Ideally 5+ years’ experience in a similar Funds environment
• People management experience is highly desirable
• Proven client relationship management skills and a focus on client service and the achievement of excellence
• Presentation, negotiation and influencing skills
• Company secretarial, accounting, audit and cash management knowledge
• Strong grasp of commercial, legal, regulatory and operating principles.
• Excellent time management and organisation skills are essential
• Skilled communicator in English language, both written and spoken
• Previous experience of software packages such as outlook, excel, databases and word are essential

Competencies

Operation Excellence:

• Demonstrates the ability to make decisions based on insight and knowledge that impact the immediate team
• Accountable for ensuring high standards of delivery to clients
• Actively engages with customer to understand needs and will place a high priority on client service and satisfaction
• Prioritizes clients’ issues and address them accordingly
• Will keep up to date with business trends/ changes in law that will impact their role

Commercial Awareness:

• Understands TMF Groups' business lines and any relevant local regulatory requirements
• Has a good understanding of how TMF is structured
• Be able to demonstrate the impact of own actions on immediate team

Leadership and Resource Management:

• Plans, coordinates and manages internal and external resources to deliver results in a timely, accurate and professional manner
• Will share knowledge to ensure team targets are met
• Informally manages expectations of more senior colleagues regularly

Interpersonal Skills:

• Manages internal and external stakeholders' expectations with regards to delivery, escalating concerns as appropriate
• Is able to deal with conflict in a controlled manner and persuade other ‘Executive’ level staff
• Builds credibility across all stakeholder groups
• Able to engage with individuals all areas of an organisation on area of specialism

Client Excellence:

• Manages expectations so clients always feel valued
• Proactive in identifying opportunities and seeking solutions
• Ensures relevant information is obtained and shared as needed
• Takes responsibility for delivering superior products and services
• Implements improvements to client service

Compliance:

• Acts with the highest level of integrity at all times
• Act in the best interests of TMF (taking into account the interests of TMF customers, where appropriate)
• Act in a professional manner and produce accurate and timely work product
• Will be clear, open and transparent in your communications with TMF colleagues and customers
• Promptly report any issues (or possible issues) you identify to your manager (or an appropriate member of the senior management team) for consideration and resolution