Senior Middle Office Officer

Stonehage Fleming is one of the world’s leading independently owned family offices and the largest in Europe, Middle East and Africa (EMEA), as measured by its breadth of services, geographic reach and by assets under management, advice and administration.
Stonehage Fleming provides a range of services from long-term strategic planning and investments to day-to-day advice and administration to over 250 families of wealth. The Group employs over 500 people in 11 offices in 7 jurisdictions around the world.

 

WORKING RELATIONSHIPS

The position reports to the relevant Team Leader of the Middle Office Team. This role involves close and regular interaction with all member of the FO team, Accounting, Banking and Investment teams as well as external business contacts such as banks, administrators and clients.

 

OVERALL PURPOSE

The individuals will fully support any Business Units in ensuring data entry respects Stonehage Fleming’s standards, accuracy, confidentiality of information recorded and undertake various projects.

 

PRINCIPAL ELEMENTS & ACCOUNTABILITIES

• Collect, update and maintain client static data in our in house integrated system (Business Central) for the Family Office, Corporate Service divisions, Legal, Tax, Reporting, Financial Services and Investment Management divisions
• Undertake and coordinate data cleansing exercise for the above Divisions and certain Group projects
• Ensure that the procedures and checklists are kept up to date for the various data entry & regulation requirement the department is in charge of
• Provide general administrative support and be responsible for filing
• Communication with external parties, such as registered agent
• Create new contacts necessary for the Business Developpment pipeline. Ensure they are kept up-to-date and merge duplicate upon request in Laserfiche Form for the Group
• Assist during the New Business Aapproval Committee (NBAC) process, organize the weekly agenda, update Group report on any NBAC case and delete Lost opportunities for the Group
• Keep GDPR Data Map Process up-to-date for certain business units, such as Family Office Switzerland, Jersey and Liechtenstein and Mauritius
• Update the data base in respect of the Group companies
• Being part of the testing of certain workflows / processes, which are linked to on-boarding, reporting or regulation
• Assist Risk & Compliance with any remediation
• Order Legal Entity Identified (LEI) on the UnaVista platform for any Client which has financial transactions and collect all necessary customer due diligence
• Monitor the lists of authorized signatories and lists of directors for Family Office in Cygnetise
• Economic Substance: work in collaboration with the SME for the classification and the update of the data base as well as requesting the deregistration when applicable
• Responsible for the update of Business Central and project linked to reporting requirement
• Involved in tasks coming from sub-departments linked to the same Head of Department

 

QUALIFICATIONS AND EXPERIENCE

• Diplôme de l’Ecole de Commerce, Maturité commerciale/gymnasiale, CFC d’employé de commerce or equivalent
• At least 3 years of experience in an administrative position
• Experience working for a fiduciary services provider and/or STEP qualification would be advantageous

 

SKILLS

• Bilingual English/French, if possible English mother tongue
• Good Microsoft Office skills (Word and Excel)
• Pro-activity and ability to work with little guidance
• Meticulous attention to details
• Organisation skills with the aptitude to stay focused on assigned tasks
• Ability to keep confidentiality with regard to client matters

 

This job description is a guide to the principal, current duties of the job. It does not form part of the contract of employment / secondment.