Senior Associate - Board Support Services COE (Fixed Term Contract)

Please note that this fixed term contact will run until the end of October 2026

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.

Act as a client-facing representative, maintaining professional communication with all stakeholders.

Prepare and distribute meeting notices, agendas, and board materials within required timelines.

Circulate draft minutes and follow up externally with service providers on action items and required updates.

Independently respond to queries related to board materials, processes, and meeting logistics.

Conduct peer reviews of board materials to ensure accuracy, completeness, and compliance before circulation.

Provide administrative support to the Directors’ team to ensure all board materials contain accurate, up-to-date information.· Maintain the data integrity of all relevant databases, software systems, and board portals.

Track team deliverables and ensure all relevant trackers, logs, and monitoring tools are updated.

Maintain, refine, and improve procedures, templates, and process documentation to support consistency and best practices across the team.

Follow all established board pack team procedures.

Foster a positive team environment through open communication, collaboration, and a willingness to complete assigned tasks.

Keep abreast of industry developments and regulatory changes.

Manage and participate in projects that impact the board pack team, contributing to process improvements and operational efficiency.

Assist the Associate Director in training and supporting junior members of the team.

Maintain and update the action point log, ensuring accuracy and timely follow-through.

Attend meetings when required to provide support and ensure coordination of materials and documents.

Organize meetings by liaising with all attendees, coordinating schedules, and ensuring all logistical needs are met.

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 four 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 functions

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 75,000 - 87,000 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.