Trainee in Corporate Secretary

As a Trainee in the Governance team in ensuring the proper management and organisation of physical corporate records and the alignment of data across platforms. You will contribute to the clean-up, classification, and archiving of physical folders in line with internal procedures, while assisting in the review and verification of corporate data and documentation on fundcraft's proprietary platform. Under the mentorship of experienced associates and managers, you develop your skills while contributing to this unit's efforts in maintaining high quality and efficiency standards.

This position is based in Luxembourg and reports directly to the Manager of Corporate Secretary.

Key Responsibilities:

• Physical Folder Management & Archiving
• Review and reorganise all existing physical folders held within the team to ensure they are complete, up to date, and compliant with the established internal guidelines
• Classify and index all outstanding/unclassified physical folders into the existing folder structure
• Prepare and organise the physical folders for archiving in accordance with the team's retention and archiving procedures
• Support the documentation of the physical archiving process and assist in updating the team's internal archiving log or records
• Coordinate with relevant internal stakeholders (team members, archive service provider, etc.) where necessary to complete tasks efficiently
• Provide weekly status updates to the team lead or supervisor.
• Corporate Data & Document Review
• Assist in the verification and review of corporate data stored on internal governance platforms (e.g., entity management or board portal systems)
• Cross-check corporate information against physical documentation to ensure consistency and accuracy (e.g., registered office, directors, shareholding structure, etc.)
• Identify and flag any discrepancies or missing data for further review by the team
• Support the alignment of scanned documents and digital records with the corresponding physical files
• Help ensure that relevant key corporate documents (e.g., articles of association, board minutes, shareholder resolutions) are appropriately filed and recorded both digitally and physically
• Contribute to ongoing process improvements by sharing feedback and observations, helping enhance product delivery quality and operational efficiency
  
  
  

Requirements

• Currently pursuing a Bachelor's or Master's degree in Law, Business Administration, Economics, Finance or a related field
• Interest in Luxembourg regulations, especially related to investment funds and corporate structures
• Familiarity with legal documents (e.g., board minutes, shareholder resolutions) is a plus
• Strong written and verbal communication skills
• English is mandatory (written and spoken) / French or German are a strong plus
• Attention to detail
• Organizational skills
• Discretion and confidentiality
• Team player mindset
• Willingness to learn and adapt
  
  
  

Expected Behaviours:

• Ensures accuracy in document management and compliance with standards
• Manages both physical and digital records efficiently
• Effectively collaborates with team members and addresses client queries
• Continuously develops knowledge of industry regulations and best practices
• Contributes feedback to enhance operational efficiency and product quality
  
  
  

Benefits

• Join a culture that celebrates creativity and welcomes innovative, disruptive ideas, empowering you to make a real impact
• Immerse yourself in a fast-paced, diverse workplace where you'll have the chance to collaborate and learn from specialists across various fields, fostering personal and professional growth
• Embrace automation and seamless tech integration in your workflows⚙, while our platform boosts operations through tech leverage, ensuring you stay ahead of the curve and updated with new technologies
• Work in a comfortable, ergonomic environment within our spacious, modern offices located conveniently in the heart of Girona, just minutes away from the train station where you can enjoy daily fresh fruit and coffee!
• Monthly afterworks organised by the company to unwind and strengthen team connections