Associate- Company Secretarial Services

Job Purpose

The CoSec Associate will provide high-quality company secretarial and Corporate Service Provider services to j. awan & partners clients, ensuring full compliance with UAE statutory, regulatory, governance obligations and support board and senior leadership teams with governance insight and strategic advice.

Key Outcomes

1. Ensure corporate governance and compliance across client base

• Assist in tracking and submitting annual compliance tasks, including license renewals, confirmation statements, accounts filing, and data protection renewals.
• Manage ad hoc submissions with regulators such as amendments (directors, shareholders, capital changes).
• Act as the primary liaison for our clients, providing guidance on corporate governance and regulatory obligations (ADGM, DIFC, DWTC etc.).
• Ensure compliance with statutory requirements under UAE laws.
• 100% compliance with filing deadlines and statutory requirements.
• Zero regulatory penalties or delays.

2. Board and Committee Support

• Organize, schedule and attend Board meetings, Annual General Meetings (AGMs) and committee meetings for and on behalf of our clients.
• Draft notice, agendas, minutes, and resolutions, ensuring accurate documentation of Board decisions.
• Board packs, minutes, and resolutions delivered accurately and on time
• >90% satisfaction from Board and Clients.
• Advise the Board on fiduciary responsibilities, governance practices and legislative changes impacting the organization.

3. Regulatory and Stakeholder Management

• Positive stakeholder feedback
• Timely and professional interactions with regulators
• Liaise with external auditors, legal advisors, and stakeholders to facilitate compliance and effective communication.
• Represent the company in corporate governance forums and industry bodies as required.

4. Secretarial documentation

• Accurate and timely drafting of resolutions, registers, and other corporate documents.
• 100% error-free documentation
• Maintain statutory registers, records, and corporate documents securely and accurately.
• Monitor changes in applicable laws and regulations, advising the management team accordingly.

5. Internal collaboration and self-management

• Meets 100% of deadlines independently
• Strong peer and leadership feedback
• Coordinate with internal teams (risk, compliance, accounts, and incorporations) for client deliverables.
• Prepare and share status trackers and ensure internal systems (JIRA / Salesforce / Sharepoint) are updated regularly.

Skills and Experience

Competencies (Behavioural & Technical Skills)

Technical Competencies

• Corporate secretarial expertise
• UAE corporate law knowledge (mainland and free zones)
• Drafting: Board resolutions, Articles, Registers, etc.
• Proficient in MS Office Suite (Word, Excel, Outlook) and comfortable with portal-based submissions.

Behavioural Competencies

• Strong ownership and accountability
• Detail orientation with strong execution
• Professionalism and stakeholder sensitivity
• Cross-cultural collaboration
• Time and task prioritisation
• Problem-solving under pressure
• Professional demeanour and client-oriented attitude.

Qualifications

• Bachelor s/Master s in Law, Business Administration, or related field
• 3+ years in corporate secretarial or legal services
• Professional qualification as a Company Secretary (e.g., ICSI or equivalent).
• UAE (mainland & free zones) Common Law familiarity
• English (fluent); Arabic preferred but not essential