Secretarial Associate

The Company Secretarial Associate will provide Company Secretarial and Share Registration support services to clients, ensuring accurate company secretarial compliance, timely dividend payments, and prompt resolution of shareholder queries, reporting directly to the Manager.

KPMG is a global organization of independent professional services firms providing Audit, Tax and Advisory services. We operate in 143 countries and territories with close to 273,000 partners and employees working in member firms around the world.

KPMG in Caricom is seeking to hire a talented, highly skilled Secretarial Associate in our Jamaica office that ​will provide clients with Company Secretarial and Share Registration support services, guaranteeing proper company secretarial compliance, timely dividend payments, and timely resolution of shareholder queries. The Secretarial Associate will report directly to the Manager.

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Job Purpose:

Reporting directly to the Manager, this individual will be responsible for assisting in the provision of Company Secretarial and Share Registration support services to clients. The incumbent is expected to ensure that company secretarial compliance of all assigned clients is up-to-date and accurate, that dividends are paid in an accurate and timely manner, and that shareholder queries are answered promptly. 

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Roles and Responsibilities:​

• Attending Board and Committee meetings and drafting accurate, logical minutes in a timely manner.
• Preparing dividend payments for public companies.
• Preparing and dispatching shareholder correspondence.
• Providing information for shareholder queries.
• Preparing share transfers and share certificates.
• Assisting with Registrar services for Annual General Meetings and Public Offerings for listed companies.
• Liaising with regulatory departments to ensure compliance with the Companies Act, the Transfer Tax Act, and the Stamp Duty Act.
• Maintaining the register of shareholders and beneficial owner register.
• Monitoring shifts in share ownership of the company.
• Assisting with coordinating circulation of annual reports.
• Liaising with Sub Registrars and Stock Exchanges on clients’ behalf.
• Preparing and submitting to the administrative support a summary of services provided to facilitate accurate and timely client billings and collections.

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Qualifications and Experience:

• Degree in Business/Administration or possession of current certification as a Chartered Governance Professional.
• A professional who is studying for certification with the Chartered Governance Institute United Kingdom & Ireland.
• A minimum four years’ experience in a similar capacity.

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Skills and Requirements

• Knowledge of/familiarity with provisions of the Companies Act, the Industrial and Provident Societies Act, the Transfer Tax Act, and the Stamp Duty Act.
• ​Knowledge of share transfer and transmission procedures.
• Tact and diplomacy in communication.
• Great attention to detail.
• Excellent oral and written communication skills.
• Ability to handle numerical data.
• Excellent time management skills and ability to organize work.
• Knowledge of departmental policies, procedures, and organizational relationships.
• Working knowledge of share registration would be an asset.
• Proficiency in use of Microsoft Word, Excel, Outlook, and PowerPoint.

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Special Conditions:

• ​Required to work beyond normal working hours, as necessary.
• ​Work is mainly office based.  However, mobility may be necessary with larger companies. that are likely to require attendance at meetings at their offices or general meetings.
• ​Exposure to confidential information which cannot be disclosed.
• ​High level of integrity and confidentiality is required.
• ​Required to work to set deadlines

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We thank all interested applicants; however, only shortlisted candidates will be contacted.

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