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

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.

Life at Apex isn't just about the work you do, it's about embracing the culture and loving what you do. Every employee plays a part in making Apex who we are today and the more that we grow, the more important that becomes. Whatever your career path or specialism Apex ensures it rewards loyal and dedicated employees. The international nature of our business and global network of offices means that there are opportunities to broaden your life experiences and take both short-term or permanent relocation options.

We are currently looking for an Assistant Vice President - CoSec (m/f/d) to support our operations in Luxembourg. If you want to be part of our multidisciplinary team and are interested in this excellent opportunity, please apply for this role.

Key responsibilities

• Be responsible for managing a client portfolio including all aspects of administration & company secretarial matters
• Supervise and mentor administrators and junior members of team
• Working with the Manager and Director to ensure the planning, coordination and completion of all regulatory obligations and administration requirements within strict deadlines for a portfolio of entities, including Luxembourg corporate and regulatory filings, stock exchange listing requirements and working with the accountants to ensure client reporting deadlines are met
• Preparation and implementation of customer specific procedures in relation to administration and reporting requirements for each entity
• Assist the accountants in respect of the planning and coordination of audits and filing of annual statutory financials statements
• Ensure that responsibilities are managed effectively and to agreed client, best practice, regulatory and statutory deadlines
• Build detailed understanding of client portfolios, entity specific requirements and applicable statutory regulations/requirements and act as a source of guidance to other team members and to answer client queries
• Liaise with lawyers and clients with regards to reviewing transaction documents
• Manage bank account openings and coordinate AML/KYC requests around the entity portfolio
• Arrange and attend board meetings, prepare minutes and maintain other appropriate records and logs
• Oversight and review of team adherence to internal policies, controls and systems, including meeting any internal deadlines
• Responsibility for all financial aspects of the client relationships, including: monitoring of WIP, billing process, monitoring/chasing the timely settlement of invoices
• Manage and review payment transactions for your client portfolio
• Any other duties in the scope of the role that the company requires.

General Tasks

• Build key relationships with clients, respond swiftly to client requests and manage client expectations
• Liaise with third parties such as lawyers, auditors, bankers, tax advisors and alternative investment fund managers as required
• Liaise with customers and agents in respect of both scheduled and ad-hoc transactions
• Performing cash management and reviewing bank payments
• Assisting or leading the transaction management process for transactions such as new fund investments, fund distributions or listed debt instruments
• Review of minutes/records prepared by administrators and trainee administrators
• Responsibility for annual reviews, compliance and risk reviews and client due diligence for all clients within portfolio
• Administrator review of financial statements
• Oversight of administrator and trainee administrator performance and development

Skills / experience

• Bachelor or Master degree in Business Administration, Finance or equivalent studies
• Professional ICSA (or equivalent) qualification would be an asset
• Minimum of 5 years’ experience in the (Luxembourg) finance industry
• Excellent communication and organisation skills
• An understanding of Luxembourg statutory laws and other related legal and regulatory requirements (e.g. anti-money laundering laws and regulations)
• Experience in managing, mentoring and motivating teams and individuals
• Excellent organizational skills and interpersonal skills for a high degree of client interaction and the promotion of client interaction withing the business
• Ability to plan effectively with strong deadline orientation
• Proactive and problem-solving approach to client servicing
• Fluent in English is a requirement, German language skills will be considered as an advantage

In accordance with the provisions of the Luxembourg law of 23 July 2016 amending the law of 29 March 2013, candidates may be required to provide an extract from their criminal record. This document, issued by the authorities, must not be older than three months. Such a document will be requested with the aim of carrying out a character check on candidates, bearing in mind the area of activity of our establishment and, more particularly, the tasks described in the job description.

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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.