Assistant Manager Corporate Secretary

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

Role: Assistant manager corporate secretary  

Role Location: Valencia      

Department: Corporate Solutions

Level of the role: Assistant Vice President 3

Employment Type: Full time Permanent

Role summary:

Join our team as an Assistant Manager Corporate Secretary Officer within Apex Corporate Solutions.

We're looking for a detail-oriented and proactive professional to play a key role in managing corporate governance and supporting high-level decision-making processes. In this role, you'll collaborate with talented colleagues to deliver a wide range of administrative, compliance, and regulatory services for the Netherlands jurisdiction, supporting clients and their managers. This is an exciting opportunity to combine leadership, governance expertise, and client interaction in a dynamic, international environment.
 

Key responsibilities:

Leadership & Team Support

• Guide and mentor junior colleagues, ensuring smooth day-to-day operations and fostering a collaborative team environment.
   

Corporate Governance & Meeting Management

• Provide comprehensive support for board, committee, and shareholder meetings, including:

• - Preparing high-quality meeting packs (board and committee packs).

• - Coordinating with stakeholders to ensure all documents are accurate, complete, and properly approved.

• - Managing convening notices, agendas, proxies, and attendance lists in line with corporate and regulatory requirements.

• Attend meetings to deliver real-time Company Secretary (CoSec) support.

• Draft and review meeting minutes, track action points, and ensure timely execution and finalization.
   

Continuity & Follow-Up

• Maintain seamless continuity between meetings by liaising with relevant parties and ensuring decisions are implemented as recorded in minutes.
   

Corporate Documentation & Compliance

• Prepare statutory documents such as articles of association/incorporation and maintain accurate records with the Chamber of Commerce.

• Handle corporate, regulatory, and tax filings, annual financial statements, fund capital calls/distributions, audits, and AML/KYC or AML/CFT processes.

• Conduct screenings in World-Check and Reliant, prepare BRC forms, and manage bank account openings.

• Draft shareholder resolutions and manage documentation for company incorporations and liquidations.
   

Client Interaction & Governance

• Maintain daily client communication and proactively identify governance issues before they arise.

• Support fund administration and CoSec tasks, including organizing files, emails, and preparing documents.
   

Process Improvement

• Maintain daily client communication and proactively identify governance issues before they arise.

• Develop and implement standardized documentation, processes, and procedures.

• Deliver accurate and timely information to stakeholders, meeting agreed deadlines

Skills / experience:
 

Education: Bachelor's degree in law or a related field.
 

Language Proficiency:

• Fluent in English (C1/C2 level required).

• Dutch language skills are a strong plus.
   

Professional Background:

• 2–5 years of post-qualification experience as a paralegal, ideally within legal, financial, or corporate administration environments.
   

Technical Expertise:

• Strong drafting skills for agendas, resolutions, minutes, reports, agreements, and other corporate documents.

• Solid working knowledge of MS Word, Excel, Outlook, and ability to quickly learn new systems.
   

Governance & Compliance:

• Experience with minute-taking in corporate or legal settings.

• Familiarity with regulatory filings, AML/KYC processes, and corporate governance best practices.
   

Core Competencies:

• Exceptional attention to detail and accuracy in documentation and correspondence.

• Excellent time management and multitasking skills; ability to work under pressure and meet tight deadline

What you will get in return:

• Private health insurance.

• Performance Bonus.

• Award System.

• 27 working days holiday + Public holidays

• Opportunities for professional development.

• Professional Development (CPD) and Study Guidance programs

• Positive and hospitable work environment.

• Opportunity to work with a diverse, agile and global team.

• Exposure to all aspects of the business and cross-jurisdiction.

• A genuinely unique opportunity to be part of an expanding large global business + more

At Apex Group, we are committed to creating a diverse and inclusive workplace. In Spain, this includes our obligation under the LGD to ensure that people with disabilities are represented within our teams. If you have a recognised disability (≥33%), we welcome your application and will provide reasonable adjustments throughout the recruitment process.

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.