Secretarial Senior Administrator - Real Estate

The Company Secretarial Senior Administrator plays an important role in delivering fund administration, governance and company secretarial services across a portfolio of real estate fund and corporate structures. The role is responsible for independently progressing governance and administrative activities across allocated structures, managing day-to-day priorities and supporting the coordination of transactional and strategic initiatives. The role provides practical guidance and support to less experienced team members and is proactive in identifying governance and administration matters requiring the teams attention.

The role combines traditional company secretarial responsibilities with broader fund administration activities, supporting effective governance, accurate record keeping, efficient information flows and timely delivery of portfolio requirements. This role would particularly suit individuals with experience gained within a fund administrator, corporate services provider or similar financial services environment supporting real assets (real estate/infrastructure), private equity, private debt or other alternative investment structures.

Candidates should have some experience administering fund structures, which would ideally include limited partnerships, general partners, holding companies and SPVs. We welcome candidates who have relevant experience who are seeking an opportunity to broaden their exposure to governance, transactions and stakeholder management within a fast paced, real estate investment environment.

• Take ownership of tasks and drive matters through to completion.
• Communicate proactively, providing regular updates, highlighting issues and raising questions, where appropriate.
• Use experience and judgement to investigate matters, identify solutions and progress work independently, where possible.
• Take a practical and solutions-focused approach to problem solving. Utilise experience and team experience to ensure team processes are aligned with industry best practice.
• Demonstrate flexibility in managing priorities, particularly during busy periods of transaction activity.
• Be willing to learn, develop and continuously build technical and commercial knowledge.
• Work collaboratively with colleagues and stakeholders whilst remaining accountable for their own deliverables.

• Coordinate board and committee meetings across allocated structures.
• Co-ordinate, prepare and distribute board packs, governance documentation and meeting materials.
• Produce accurate board minutes, written resolutions and maintain full governance records.
• Monitor actions arising from relevant meetings and ensure completion of governance deliverables.
• Maintain full and accurate statutory records, governance registers and corporate calendars.

• Support the day-to-day administration of real estate fund and corporate structures, including LPs, GPs and SPVs.
• Coordinate routine governance and administration matters.
• Monitor governance deadlines and proactively progress actions arising from portfolio activity.
• Maintain accurate entity information, statutory records and governance data, in relevant systems.
• Coordinate statutory and regulatory filings, including Companies House requirements.

• Support acquisitions, disposals, refinancings, restructurings and other real estate transactions from a fund governance perspective.
• Coordinate governance approvals, execution requirements and stakeholder actions.
• Support the launch, reorganisation and wind-up of structures.
• Liaise with internal and external stakeholders to ensure governance and associated administration deliverables are completed accurately and on time.

• Coordinate KYC and due diligence requests relating to allocated structures.
• Build effective relationships with directors, service providers, legal advisers and internal stakeholders.
• Act as an operational contact for routine governance and administration matters.
• Escalate complex, unusual or judgement-based matters where appropriate.

• Support governance, administration and document management improvement initiatives.
• Share knowledge and practical experience with other team members.
• Contribute to the development of procedures, controls and working practices.

• Experience with in fund administration, corporate services, company secretarial or similar financial…