Collins McNicholas

Department: Company Secretarial

Senior Adminstrator, Company Secretarial



  • To work in conjunction with other members of the Corporate Secretarial team.
  • To provide a company secretarial service to the funds, management companies and other entities under administration.


Principal Responsibilities

Minute Taking at Board Meetings

  • Attend board meetings and take comprehensive notes
  • Prepare an action point list of the matters arising from the board meeting and forward it to relevant in-house person for review within one working day of the board meeting
  • Amend list to incorporate any changes suggested and circulate revised list to all board members and persons allocated an action point
  • Draft minutes and forward them to relevant in-house person for review within eight business days of the board meeting
  • Amend minutes to incorporate any comments received and circulate to the remainder of the board (and any other external attendees)
  • Incorporate any suggested comments received from them
  • Produce extracts of minutes etc when required

Prepare and circulate board resolutions (e.g. for Interim and Annual Accounts etc) when required

Secretarial compliance for a varied portfolio of clients to include:-

  • Changes to directors/secretary, registered office
  • Change of Name
  • Changes to Authorised Share Capital (increase, creation, conversion)
  • Changes to Issued Share Capital (allotments, share transfers)
  • Preparation and filing of Annual Returns
  • Holding of Annual General Meetings and Extraordinary General Meetings
  • Maintenance of Registers in accordance with Sections 231, 261- 263 of the Companies Act, 2014 and Sections 81 and 83 of the Irish Collective Asset-management Vehicles Act, 2015
  • Notifications to the Financial Regulator and Offshore Authorities
  • Liaising with Sponsoring Brokers
  • Filings with Companies Registration Office and Offshore Authorities

Performance of due diligence on company secretarial records for new funds/companies

Maintenance of Company Secretarial Records           

  • Update the Company Secretarial database whenever any relevant changes occur which would affect the information being held on the database

Share Transfers          

  • Ensure retention stock transfer forms and Declarations of Trust for all holders of subscriber shares for each company/fund
  • Arrange for the transfer of a share when requested by client
  • To perform other company secretarial functions from time to time as may be required
  • Deal with queries and requests, on a day to day basis, from clients, auditors and internal staff
  • To represent the Company in a professional manner and enhance the perception of the Company as client oriented, proactive and dedicated to providing a superior service.


 Skills / Experience Required

  • Company secretarial experience required.
  • Working knowledge of the Companies Act, 2014 and the IF Corporate Governance Code
  • Effective organisational skills, with the ability to prioritise tasks
  • Ability to work to deadlines
  • Ability to work on own initiative
  • Strong written communication skills with proven ability in the use of the English language
  • Ability to work as part of a team


If interested, please contact Blaithin O’Shea on 01 66 200 88 or email


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