Manager, Corporate Administration
- Hyderabad, Telangana
- Permanent
- Full-time
- Management and oversight of a service delivery team handling the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), by providing guidance and leadership to the Indian CoSec Team
- As a supervisor, the Cosec Manager leads, organizes, coordinates, develops, monitors the performance, delegates tasks and responsibilities to their direct reports and their team members (skip level), as needed.
- To facilitate and assist various administration processes of complex clients and conduct all work in accordance with IQ-EQ India and IQ-EQ Group policies and procedures, as needed (when Assistant Manager is unable to, depending on capacity).
- Performs review of core processes, complex ad hoc works, and all other client requirements, as needed.
- Concentrates in engaging and developing teams and individuals.
- Provides consistent feedback on quality, accuracy and timeliness of outputs made by the Indian Cosec teams
- Monitors overall teams' results and performance based on the KPIs as agreed with the Lux Fund CS & Cosec team (ex. Quality, Timeliness, Issue Log, Increased Productivity, among others).
- Initiates and facilitates meetings to address overall teams' performance and develop/coach non- performing individuals.
- Ensures balanced work allocation across the Cosec teams and reallocates resources accordingly.
- Balances stakeholders by establishing good working relationship with the cluster counterparts and other support groups.
- Responsible for the provision of corporate secretarial support to the Lux Fund CS & Cosec team (FCS), in line with the agreed scope of services under the Service Level Agreement between IQEQ India and IQEQ (Luxembourg) S.A.
- Monitors the timely, accurate and quality deliverables of the Indian Cosec teams, and intervene, as necessary.
- Provides guidance and coaching to the team in both technical and more on the non-technical aspects of their role.
- Initiates the development of the technical competencies of their teams by providing feedback on their deliverables and endorsing them to the appropriate learning & development activities
- Monitors and provides support to cluster counterparts escalations and involves the relevant stakeholders.
- Monitors the agreed timelines of deliverables with the cluster counterparts and provides support for escalations to ensure that their teams carry out the work, as agreed.
- To be able to effectively communicate and relate with various stakeholders of the team. Maintains and enhances relationships through crucial conversations.
- Acquire knowledge to become specialists of their designated clients' requirements and deliverables.
- Seeks knowledge and expertise for their own professional development.
- Monitors that all client cluster requirements are thoroughly being reviewed and follows standards.
- Minimize risk to IQEQ by ensuring all procedures, rules, laws, regulations and checklists are followed.
- Acquires functional knowledge and understanding of the clients' agreements, Scope of Work (SOW), SLA's and other necessary information needed to review and/or prepare deliverables.
- Monitors if the Indian Cosec team has the needed information, data and supporting documents are received for the review/preparation of the needed deliverables. Addresses and escalates issues, as required.
- Monitors the consistency and quality of the deliverables within the agreed timeframes of the teams.
- Provides support (for timelines) and address issues (for quality), as needed.
- Provide support for the rest of the team and other teams by allotting additional capacity, as needed. At the same time, initiates the request for support needed from other teams.
- Monitors and communicates the review comments of the team and then follows up to address pending comments for preparers, as needed.
- Monitors and oversees the interpretation of the requirements of the client and in some instances, does the research and validates in the absence of an Assistant Manager.
- Reviews and acts as the team approver of submitted reports and compliance cases with root cause information, corrective action, and preventive measures in a timely manner. Responsible in discussing the details and actions done with the HODs.
- Monitors and works with the Assistant Manager to enforce process standards across the teams.
- Ensure the client database and all other reports are up to date and accurate
- Acts as first level of escalation of issues/concerns from the funds assigned to their clusters.
- Tracks and report KPIs as agreed with the Lux Fund CS & Cosec team.
- Recruit, train, appraise, coach and discipline staff
- Give feedback to staff
- Ensure staff adheres to policies and procedures
- Develop goals and personal growth plans for staff
- Plan work assignments and workload
- Ensures timesheets are completed daily and accurately filed for all hours worked.
- Reviews and approves timesheets of their team and ensures they are completed daily and accurately filed for all hours worked in a timely manner.
- Reviews and pre-approves filed overtime of their team.
- Analyses and proactively manages team capacity deliverables by allocating needed resources/support.
- Setups, monitors and updates, and monitors/ensure completeness and accuracy of all deliverables via Navigator Flow in a timely manner, as needed.
- Monitor and ensure filing of documents on Navigator Doc are completed accurately, under the proper name convention and in a timely manner.
- Understands and uses best practice on workflow platform/s.
- Understands and becomes knowledgeable on how to generate reports using reporting platform/s.
- Monitors relevant procedures and checklists are adhered to and completed to mitigate errors.
- Monitors reported breaches, complaints or errors to appropriate authorities are acted upon in a timely manner.
- Acquires knowledge of risk factors and potential breach.
- Reviews and acts as the team approver of submitted reports and compliance cases with root cause information, corrective action, and preventive measures in a timely manner. Responsible in discussing the details and actions done with the HODs.
- Resourcefulness - Securing and deploying resources effectively and efficiently.
- Balances Stakeholders - Anticipating and balancing the needs of multiple stakeholders.
- Courage - Stepping up to address difficult issues, saying what needs to be said.
- Develops Talent - Developing people to meet both their career goals and the organisation's goals.
- Builds Networks - Effectively building formal and informal relationship networks inside and outside the organisation.
- Drives Results - Consistently achieving results, even under tough circumstances.
- Optimises Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
- Persuades - Using compelling arguments to gain the support and commitment of others.
- Builds Effective Teams - Building strong-identity teams that apply their diverse skills and perspectives to achieve common goals.
- Business Insight - Applying knowledge of business and the marketplace to advance the organisation's goals.
- Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
- Decision Quality - Making good and timely decisions that keep the organisation moving forward.
- Directs Work - Providing direction, delegating, and removing obstacles to get work done.
- Holds a bachelor's degree in law or other similar degree and qualified Chartered Secretary
- 10+ years of exp
- Conversant with corporate secretarial practices, especially in the areas of Funds and Special-Purpose Vehicles
- Private equity / real estate markets experience; knowledge of different Fund structures and vehicles.
- Experience with managing service operations and client deliverables.
- Experience in managing staff and/or conducting appraisals.
- Actual work experience in the board governance and corporate secretarial functions, including preparation of board materials, attending/leading board meetings, acting as company secretary, drafting of complex minutes, filings with regulatory bodies, etc.
- Experience in e-mail, word processing, Microsoft excel, presentation and video conferencing applications such as Microsoft Office.
- Effective written and advance verbal communication skills.
- Experience working in Financial Services or Shared Services office environment.
- Experience working in a multinational office environment.
- Experience being a corporate secretary, paralegal, or other similar job, in other jurisdictions.
- Being conversant with corporate secretarial practices, especially in the areas of funds and special-purpose vehicles is an advantage