Company Secretarial Administrator

Who are we?
At Finastra, we are a dynamic global provider of open finance software solutions, dedicated to expanding access to financial services. Our innovative applications span Lending, Payments, Treasury and Capital Markets, and Universal Banking. Proudly serving over 8,000 customers, including 45 of the world's top 50 banks, we aim to boost financial inclusion for all. Join us and be part of a vibrant company that embraces diverse perspectives, and is committed to doing well by doing good.

Finastra believes in empowering its people by providing the necessary tools they need to achieve success. Whether it is processing an urgent invoice, reaching out to Mexico to update the statutory compliance tracker or to provide company information to Accounts Payable in India, or sending documents to a notary for notarisation – you will have a chance to get involved in it all. You will be part of a team of people who value and challenge you.

The purpose of the Company Secretarial team is to ensure Finastra is compliant across all its entities located in over 45 countries. The team is responsible for advocating best practice and governance, execution of all board, corporate and constitutional change and also provides company secretarial support to adhoc projects aligned to internal and external stakeholders, at a high standard.

About The Role

• Responsible for the Company Secretarial inbox and ensuring that all emails received are actioned daily.
• Assist with vendor relationships across all company secretarial providers and ensure expenditure is aligned to the function budget.
• Processing all invoices and raising requisitions where required and communicating with third parties, in relation to the invoices where necessary.
• Ensure the administration for the statutory and regulatory records for the Group's global subsidiaries are updated and maintained by:
• maintaining the subsidiary compliance tracker;
• providing administrative assistance to obtain director signatures for the financial statements and ancillary documents, whilst sharing these with our global service providers for filing and meeting the statutory deadlines globally;
• liaising with service providers and internal stakeholders for the director signatures of overseas subsidiary annual returns, for submission with our global provider for filing;
• Providing administrative assistance to ad hoc projects, from arranging director signatures and updating a database for company name changes, director changes, change of year end, registered office and auditors etc.
• Providing administrative assistance to entity rationalisation projects (mergers, liquidations etc.) in obtaining signatures and recording the information in the company records.
• Support all other function lines with company administration for finance (e.g. obtain signatures on financial statements), treasury (e.g. complete banking forms with company information), tax (e.g. provide company information), facilities (e.g. distribute company correspondence).
• Liaising with providers worldwide to update all corporate changes in the relevant systems (Diligent, Salesforce etc.). The key is to ensure that all company information is up-to-date, and accurate.
• Provide administrative assistance for documents to be notarised or legalised globally e.g. arranging couriers, recording company information, arranging meetings with a director and Notary.
• Responsible for the daily management of the Group's statutory records for all subsidiary companies worldwide (115 entities across 42 countries), ensuring that all company data is maintained with complete accuracy.

Role Requirements

• Must have at least 5 years of administration experience.
• Prior experience of working in a company secretarial would be advantageous especially in a busy team, private practice or in-house.
• Ability to work in a very fast-moving environment and be able to multitask, manage and prioritise own work.
• Experience of maintaining and updating company secretarial databases
• Must be able to meet to deadline
• Excellent interpersonal skills to be able to liaise with all levels of management
• Positive, motivated, fast learner with a flexible approach able to work without supervision
• Be proactive and enthusiastic and keen to help across a wide range of work
• Complete work efficiently, with high levels of accuracy and high levels of attention to detail.

Benefits
We are proud to offer a range of incentives to our employees worldwide. These benefits are available to everyone, regardless of grade, and reflect the values we uphold:

• Flexibility: Enjoy unlimited vacation, based on your location and business priorities. Hybrid working arrangements, and inclusive policies such as paid time off for voting, bereavement, and sick leave.
• Well-being: Access confidential one-on-one therapy through our Employee Assistance Program, unlimited personalized coaching via our coaching app, and access to our Gather Groups for emotional and mental support.
• Medical, life & disability insurance, retirement plan, lifestyle and other benefits*
• ESG: Benefit from paid time off for volunteering and donation matching.
• DEI: Participate in multiple DE&I groups for open involvement (e.g., Count Me In, , , , ).
• Career Development: Access online learning and accredited courses through our Skills & Career Navigator tool.
• Recognition: Be part of our global recognition program, Finastra Celebrates, and contribute to regular employee surveys to help shape Finastra and foster a culture where everyone is engaged and empowered to perform at their best.
• Specific benefits may vary by location.

At Finastra, each individual is unique, bringing their own ideas, thoughts, cultural beliefs, backgrounds, and experiences together. We learn from one another, embrace and celebrate our differences, and create an environment where everyone feels safe to be themselves.

Be unique, be exceptional, and help us make a difference at Finastra