Associate - Board Support Services COE

Waystone leads the way in specialist services for the asset management industry.

Partnering with institutional investors, investment funds and asset managers, Waystone builds, supports and protects investment structures and strategies worldwide.

With over 20 years’ experience and a comprehensive range of specialist services to its name, Waystone is now serving assets under management in excess of $2Tn. Waystone provides its clients with the guidance and tools to allow them to focus on managing their investment goals with confidence.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The successful candidate will be responsible for drafting minutes in respect of Cayman Islands domiciled funds.

Responsibilities may include (but are not limited to) the following:

Draft minutes that reflect key deliberations and strategic points. 

Attend meetings when necessary to capture accurate records of discussions, decisions and action items. 

Ensure minutes adhere to organizational templates, governance standards, and confidentiality requirements. 

Deliver first-draft minutes within agreed timelines and manage the review process with the relevant stakeholders. 

Incorporate feedback and maintain version control to produce polished, approved final minutes.

Complete Document Execution Form for signing of minutes and file minutes securely in accordance with the team’s procedures. 

Extract and record action items, maintaining Action Point Log where required.

Provide quality oversight and guidance to junior minute takers to support consistency and accuracy across the team and serve as the first point of contact for queries from junior team members.

Respond to internal queries related to minutes and meeting records.

Undertake minutes-related project work as assigned and assist with the management

and support of projects impacting the minutes team.

Track team deliverables and keep all relevant trackers updated.

Follow established minutes team procedures.

Experience:

The ideal candidate will have a strong command of the English language, with excellent grammar, spelling, and written communication skills, supported by at least three years of relevant company secretarial or governance experience, ideally including exposure to the funds sector.

They will be highly self-motivated, proactive, and comfortable working in a fast-paced environment with tight deadlines, demonstrating exceptional attention to detail and the ability to capture complex discussions accurately and impartially. Strong organisational, time-management, and multitasking abilities are essential, along with excellent interpersonal skills and the confidence to engage professionally with senior stakeholders.

The candidate must be able to maintain confidentiality, work both independently and as a supportive resource for junior team members, and show adaptability in contributing to process improvements, project work, and evolving team needs. Proficiency in Microsoft Office and familiarity with document management or board portal systems is required, as is a commitment to quality, consistency, and adherence to established procedures and governance standards.

To perform this role successfully, the individual must be able to meet each essential duty satisfactorily; the requirements listed are representative of the knowledge, skills, and abilities needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function

Education:

An appropriate degree 

Ontario Transparency & Hiring Disclosure

In accordance with Ontario’s Working for Workers Acts and the Employment Standards Act, this job posting relates to an existing vacancy and includes an expected compensation range between 50,000-70,000 CAD, in compliance with applicable legislative requirements.

Waystone does not use artificial intelligence to screen, assess, or select applicants as part of the recruitment process. All applications are reviewed by Waystone’s recruitment team.