Company Secretary

Closing Date: 10/06/2022

Department: STM Malta Pension Services Limited 

Location: Malta

Reporting to: Managing Director

Direct Reports: Yes

Summary of Role

This is a part time position.  We anticipate that the role will require around 10 hours per month on average, although given the nature of the role, most of the work will take place in the run up to and follow up from board meetings.

The role is to assist with the corporate governance of the company by ensuring that board committee meetings and board meetings are conducted appropriately for the nature of the company; to maintain the corporate records of the company; to ensure that the company’s statutory filings are kept up to date and filed on time; and to advise the board on current best practice in relation to corporate governance of the company.

Core Competencies

  • Ethical & principled and proactive.
  • Organisation and time management skills.
  • Meticulous attention to detail.
  • The ability to work well under pressure and to tight deadlines.
  • The ability to organise others effectively for the purpose of conducting effective meetings; and
  • Ability to interact effectively with stakeholders at all levels.

Knowledge and Skills

  • Educated to at least A level standard.
  • Fluent in English, both written and oral.
  • Relevant experience working in a company secretarial or company management role.
  • Be knowledgeable of Malta Company Law, Corporate Governance standards and the practice of organizing and minuting board meetings.
  • Familiar with the main office productivity software
  • Ability to set own deadlines and work accurately to tight deadlines.

Primary Responsibilities

  • To Act as Company Secretary to the Company and to STM Malta Limited.
  • To effectively organize 4 standard board meetings per year, 12 Board Committee meetings per year and up to 4 non-standard board meetings (such as for the approval of accounts).
  • To produce agendas for and collate board packs for the Board and Committee meetings and distribute them at least five days before such meetings.
  • To attend and minute Board and Board Committee Meetings.
  • To distribute draft minutes of meetings within 5 days of the meetings.
  • To maintain the corporate registers including minute books, registers of directors, officers, and members.
  • To attend to any statutory filings.
  • To Draft and distribute written resolutions and follow up for execution.

The tasks listed are not meant to be exhaustive, and you may be requested to perform those  duties or undertake other reasonable tasks of a similar nature, but which are not explicitly  listed in the job description.

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