Your role Are you an experienced corporate administrator? Have you supported a regulated company board with a variety of corporate governance and transactional issues? Do you enjoy searching for answers? Are you a strong team player? We're looking for someone like this to:
Carry out paralegal work for the APAC/ Asia IB Legal function, including, without limitation, the following corporate legal/secretarial work:
(1) APAC Governance Monitoring and Reporting (for 4 divisions) on a monthly basis: - Collate information from Corporate Centre, IB, WM and AM and prepare monthly APRCC report for appointment and resignation of APAC role-holders. - Monitor changes to APAC entity and maintain the APAC entity charts for distribution to senior Legal members and APAC COO. on an ongoing basis: - Respond to queries on APAC role-holders and entity structure. (2) APAC Company Secretarial (for IB and CC entities in HK, China, Singapore, Seoul, Taipei and Mauritius) Work with: Internal: LSDB team in Zurich and India, FATCA team in Krakow, Group Company Secretary Office in Zurich, C&ORC Licensing team and Equities teams (in HK, Singapore), COOs in Asia; Group Finance (in HK, Singapore) Group Operations (in HK, Singapore), Group Treasury in Zurich, Onboarding teams (in HK, Singapore), the "non-Legal" companies secretaries (of UBSSA and UBSSHK), the Equities business managers External: Ernst & Young, HK Companies Registry, HK Inland Revenue Department, SGG Group in Mauritius, Tricor Corporate Services Pte Ltd in Singapore, Lo & Lo (notary public in HK)
(a) Board Meetings - Organise and coordinate for around 35 meetings a year (including BoD meetings and AGMs). - Prepare agenda and associated paperwork (including collating reports from all control functions) for around 35 meetings a year.
(b) Legal Entities - Draft corporate resolutions for HK, Singapore and China entities throughout the year and arrange for execution collate signatures from directors (around 30 a year) e.g. director change, appointment of ROs, approval of signing authority, account opening, capital injection, etc. - Make corporate filings (e.g. annual returns, director changes, amendments to company status, etc.) for 9 regulated entities (including the parent company, UBS AG) and 8 non-regulated entities in Hong Kong, Singapore and Mauritius (with assistance from the corporate secretarial agents in Mauritius and Singapore respectively). - Maintain the Corporate Minute Books and Statutory Registers for HK entities (ie 7 subsidiaries excluding HK Branch). - Arrange renewal of the Business Registration Certificates for HK Branch and its subsidiaries (ie a total of 11 certificates). - Powers of Attorney: assist with the preparation /updating/renewal/revocation of Powers of Attorney for APAC entities (ex China and Japan) in accordance with applicable policies and procedures and deal with administrative queries relating to those powers of attorney and UBS signing policies.
(c) Legal Structure Database (LSDB) and Corporate Administrator (CA) - Act as Corporate Administrator for 16 entities (for 4 divisions) located in Hong Kong, China, Singapore and Mauritius, with the administrative responsibilities set out in paragraph 5.7 of the UBS Entity Policy. The mandate of the role is to support the UBS Entity's Board of Directors and its company secretary as well as the Responsible Executive in the fulfillment of their duties and responsibilities. - Act as the subject matter expert on LSDB for APAC entities cross-divisionally. - Act as the main point of contact for LSDB team in relation to APAC entities cross divisionally. - Provide guidance to LSDB Coordinators across-divisionally on LSDB matters. - Act as LSDB Coordinator for 20 entities in Asia (excluding Japan). - Arrange LSDB signoff annually for 21 entities. - Ensure that LSDB information is updated at all times (including uploading latest resolutions, licenses, minutes of meetings, etc to LSDB as per the LSDB Policy) for 21 entities. - Regularly report to Group Entity Governance (Zurich) on developments of the 21 entities. - Assist APAC users with their queries and trouble shooting.
(d) Corporate Sealing - Provide assistance to WM Operations, Group Operations, Group Corporate Services.
(e) General Corporate Advice - Provide general advice to all bank staff on matters such as signing authority, Organisation Regulations, internal approvals, group policies, etc. on UBS branches and entities. - Provide assistance to Onboarding teams on KYC and reverse-KYC matters.
(f) Roleholders Appointment - On an ongoing basis, assist Responsible Executives with seeking the APAC President's approval for appointment of roleholders for 16 IB and CC entities in Hong Kong, China, Singapore and Mauritius.
(3) GC IB Standard Documentation On an ongoing basis, co-ordinate the Asia Standard Documentation Review project for GC IB Management in Zurich annually.
Your team You'll be working in the Hong Kong Group General Counsel Corporate Office Support team. We're responsible for own account corporate transactions, company secretarial and corporate governance matters in Hong Kong.
Your expertise You have: – ICSA qualification or relevant legal qualifications – worked in a similar position before, ideally in a large global financial institution – prepared submissions relating to corporate matters to regulators – a willingness to engage in project work with other teams and functions
You are: – a strong written and verbal communicator, with solid judgment – an expert at building networks and connections – known for hitting deadlines and comfortable working in a dynamic legal environment
About us Expert advice. Wealth management. Investment banking. Asset management. Retail banking in Switzerland. And all the support functions. That's what we do. And we do it for private and institutional clients as well as corporations around the world.
We are about 60,000 employees in all major financial centers, in more than 50 countries. Do you want to be one of us?
Join us We're a truly global, collaborative and friendly group of people. Having a diverse, inclusive and respectful workplace is important to us. And we support your career development, internal mobility and work-life balance. If this sounds interesting, apply now.
Disclaimer / Policy Statements UBS is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.
Internal Number: 5507062
About UBS AG
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