Senior Company Secretarial Specialist

We're Hiring: Senior Company Secretarial Specialist

Location: United Arab Emirates (Remote)

Employment Type: Full-Time

Experience Level: Senior

Work Arrangement: Fully Remote

About Us

We are a globally focused organization committed to maintaining strong corporate governance, statutory compliance, transparent decision-making, and effective legal-entity management across diverse markets.

Our Corporate Governance, Legal, Finance, Compliance, Risk, Executive Management, and Operations teams work together to support boards, shareholders, subsidiaries, and senior leadership through accurate company secretarial processes, reliable corporate records, timely statutory filings, and well-controlled governance activities.

The Role

We are seeking an experienced Senior Company Secretarial Specialist to manage company secretarial operations, statutory compliance, board and shareholder administration, corporate records, entity management, governance documentation, and corporate actions across the organization and its subsidiaries.

The ideal candidate will provide specialist company secretarial support to directors, committees, executives, and shareholders while ensuring corporate entities remain properly maintained, statutory obligations are met, governance documentation is accurate, and corporate actions are executed efficiently and in accordance with applicable requirements.

Key Responsibilities

• Manage day-to-day company secretarial activities across assigned legal entities.
• Develop and maintain company secretarial procedures, standards, checklists, and governance workflows.
• Maintain accurate statutory books, registers, corporate records, and entity documentation.
• Maintain registers of directors, officers, shareholders, beneficial owners, authorized signatories, and other required corporate information.
• Monitor corporate structures and maintain accurate legal-entity charts and ownership records.
• Coordinate incorporation and registration of new companies, subsidiaries, branches, and other legal entities.
• Manage corporate changes including director appointments, resignations, removals, share transfers, ownership changes, registered-office changes, and amendments to corporate information.
• Prepare and coordinate board and shareholder resolutions for routine and complex corporate actions.
• Prepare written resolutions, consents, approvals, notices, and other formal company secretarial documentation.
• Coordinate board and shareholder meeting requirements with directors, executives, Legal, Finance, and other stakeholders.
• Prepare meeting notices, agendas, attendance records, resolutions, and supporting documentation.
• Attend meetings where required and prepare accurate minutes and records of proceedings.
• Maintain records of board and shareholder decisions and ensure approved actions are properly implemented.
• Track corporate action items and follow up with responsible stakeholders through completion.
• Coordinate annual general meetings, extraordinary general meetings, shareholder meetings, and other formal corporate meetings.
• Prepare shareholder meeting documentation, voting materials, proxies, resolutions, minutes, and related records.
• Monitor statutory filing calendars and ensure all corporate filings are completed accurately and within applicable deadlines.
• Prepare and coordinate annual returns, confirmation statements, director filings, shareholder filings, beneficial-ownership filings, and other statutory submissions where applicable.
• Coordinate filings with company registrars, government authorities, regulators, free-zone authorities, and other relevant bodies.
• Monitor changes in statutory requirements and assess their impact on company secretarial obligations.
• Maintain a comprehensive corporate compliance calendar covering filings, meetings, renewals, registrations, and governance obligations.
• Conduct periodic reviews of entity records to identify missing, inconsistent, outdated, or inaccurate information.
• Coordinate remediation of corporate-record deficiencies and statutory compliance gaps.
• Support changes to constitutional documents, articles, memoranda, bylaws, shareholder agreements, and other corporate instruments.
• Coordinate amendments to corporate documents and ensure appropriate approvals are obtained.
• Manage execution, notarization, certification, legalization, apostille, and filing of corporate documents where required.
• Maintain records of powers of attorney, delegations, signing authorities, and corporate authorizations.
• Coordinate updates to authorized signatory records and signing mandates.
• Support corporate reorganizations, mergers, acquisitions, disposals, restructurings, dissolutions, liquidations, and other corporate transactions.
• Prepare corporate approvals and documentation required for transactions and organizational changes.
• Coordinate with Legal and external advisers on corporate actions requiring specialist advice.
• Support due-diligence exercises by providing accurate corporate records, registers, resolutions, certificates, and entity information.
• Respond to corporate information requests from directors, shareholders, auditors, regulators, legal advisers, banks, counterparties, and authorized internal stakeholders.
• Coordinate with Finance and Tax teams on entity-level compliance, ownership information, statutory accounts, and corporate reporting requirements.
• Coordinate with Legal, Compliance, Risk, Treasury, HR, and Operations on company secretarial matters.
• Support director and officer onboarding by coordinating appointments, documentation, declarations, and required filings.
• Maintain director and officer profiles and monitor changes requiring statutory notification.
• Coordinate declarations of interests, conflicts of interest, related-party information, and other required governance disclosures.
• Maintain records of shareholder interests, ownership structures, share capital, transfers, allotments, and other equity-related corporate information where applicable.
• Coordinate share issuances, transfers, redemptions, capital increases, capital reductions, and related company secretarial processes.
• Maintain share certificates, transfer documentation, registers of members, and other ownership records where applicable.
• Support dividend declarations, shareholder approvals, and related corporate documentation where relevant.
• Maintain corporate calendars for board meetings, shareholder meetings, filing deadlines, renewals, and recurring governance activities.
• Prepare regular reports on statutory compliance, entity status, corporate actions, upcoming deadlines, and governance risks.
• Develop company secretarial dashboards and management reports.
• Monitor outstanding corporate actions and escalate overdue or high-risk matters.
• Manage electronic corporate-record repositories and company secretarial systems.
• Maintain appropriate access controls for confidential corporate and governance information.
• Ensure company secretarial records are retained in accordance with applicable legal, regulatory, privacy, and records-management requirements.
• Improve company secretarial processes through automation, standardization, workflow controls, and digital tools.
• Establish consistent company secretarial practices across subsidiaries and affiliated entities.
• Support internal and external audits involving corporate records and statutory compliance.
• Provide documentation for regulatory reviews, corporate audits, banking requirements, legal due diligence, and other authorized assessments.

Key Performance Indicators

• Statutory filing completion rate
• Statutory filing timeliness
• Filing accuracy
• Corporate register accuracy
• Statutory book completeness
• Legal-entity data accuracy
• Corporate compliance-calendar adherence
• Annual return completion
• Director and officer filing accuracy
• Shareholder-record accuracy
• Beneficial-ownership record accuracy
• Board resolution processing time
• Shareholder resolution processing time
• Corporate action completion rate
• Corporate action turnaround time
• Board meeting documentation readiness
• Shareholder meeting readiness
• Meeting notice timeliness
• Minutes completion turnaround time
• Minutes accuracy
• Corporate document execution accuracy
• Notarization and legalization turnaround time
• Corporate-record retrieval time
• Corporate-record completeness
• Entity-management data quality
• Corporate transaction support effectiveness
• Due-diligence response time
• Regulatory request response time
• Corporate compliance issue resolution
• Outstanding action closure rate
• Governance documentation review completion
• Corporate calendar accuracy
• Company secretarial reporting timeliness
• Audit finding resolution
• Statutory compliance risk reduction
• Corporate-record remediation completion
• Governance process efficiency
• Company secretarial system adoption
• Automation and process-improvement delivery
• Internal stakeholder satisfaction
• External adviser and service-provider performance
• Confidentiality and records-management compliance

Ideal Candidate

The successful candidate should have strong experience in company secretarial services, corporate governance, statutory compliance, entity management, legal operations, or corporate administration, preferably within a multinational, listed, regulated, financial, professional-services, or complex corporate environment.

The candidate should demonstrate:

• Strong knowledge of company secretarial principles and corporate governance requirements.
• Proven experience managing statutory and corporate records for multiple legal entities.
• Experience preparing board and shareholder resolutions, meeting notices, minutes, and governance documentation.
• Strong understanding of statutory registers, corporate books, ownership records, and entity information.