JOB DESCRIPTION

JOB TITLE Assistant to Group Company Secretary JOB LEVEL TBC

DEPARTMENT Group

REPORTING TO Group Company Secretary

JURISDICTION Guernsey

OAK SUMMARY Oak Group is a leading provider of Fund Administration, Private Client and Corporate Services. The Group is headquartered in Guernsey and has offices in Jersey, Mauritius, and the Isle of Man. Our clients range across high-net-worth individuals, families, corporate institutions and asset managers. Oak employs over 230 people, the majority of whom are qualified as accountants, corporate secretaires, and fiduciary professionals. We prioritise continuous growth and development of our people, recognising that their success is the foundation of excellent client service and business growth. Oak has a new ownership structure and owned by a standalone company, Opera. The majority shareholder is Pula, Stephen Lansdown’s family office. Oak is privately owned with a fully-aligned strategy for growth and transformation. Our vision is long-term and extensive and will allow us to plot a strategic arc. Our holistic strategy includes investing into cutting-edge technology and data management tools, investing into back-office simplification to improve client and employee experience, extensive training for our team, and continually enhancing our employee value proposition all to align staff and shareholder interest and fuel a constant drive for sustainable excellence and growth. Oak is committed to this exciting journey. JOB SUMMARY The Group Company Secretary will be responsible for the governance framework and company secretarial matters for the Group (covering various jurisdictions). The assistant to the Group Company Secretary will provide effective support assisting with the adherence of regulatory and statutory requirements and general company secretarial administration and tasks. KEY RESPONSIBILITES The post holder will be responsible for the following corporate secretarial tasks: Governance & Compliance

Maintain/provide CDD of the Group Maintain/provide structure charts as required Oversee/ maintain statutory registers of the Group Guernsey Companies Oversee/ undertake statutory filings of the Group Guernsey Companies

Board & Committee Support

Maintain corporate calendar of events of the Group and Operating Companies Provide comprehensive governance support for Board and Committee meetings, including the

preparation of logistics, distribution of materials, agendas, minutes, and action points. Draft, monitor, prompt, update action points from prior board meetings/committee meetings Ensure the smooth flow of information between the Board, Committees, and senior management. Advise on the composition of the Board, director appointments, and succession planning

JOB DESCRIPTION

Draft Company secretary reports for the Board

Special Projects

Lead or support the company on corporate transactions such as mergers, acquisitions, restructuring, or fundraising, ensuring compliance with all legal and governance standards.

Assist in the development and implementation of corporate policies and procedures, ensuring these align with regulatory expectations and best practices.

Corporate Reporting

Responsibility for all statutory submissions regarding any Guernsey Group companies and oversight of statutory filing requirements in other jurisdictions for all other Oak companies.

Ensure the timely filing of statutory documents with relevant authorities, including Companies House, and maintain all corporate records (e.g., registers of directors, shareholders, and company resolutions).

Draft assessment of operating companies’ boards’ self-evaluation of performance Draft/contribute to Board’s assessment of adherence to Corporate Governance Code where relevant

Leadership & Stakeholder Management

In all aspects of the role, display and adhere to our Oak 8 values Assist with the Director Induction programme.

KEY COMPETENCIES & SKILLS Experience

Relevant Qualification e.g. ICSA Chartered Governance Professional (CGP) or equivalent qualification. Previous experience in a relevant role within Financial Services Good knowledge of Company Secretarial practices and Guernsey Company Law Knowledge of Company Secretarial practices and Company law for other jurisdictions would be

advantageous Understanding of the regulatory landscape for licensees offering administrative services Understanding of corporate governance frameworks, statutory requirements, and corporate law.

Personal Attributes

Excellent IT skills, including practical experience of Microsoft Outlook, Word and Excel and board papers compilation systems,

Excellent time management, prioritisation and organisational skills Excellent written & verbal communication skills High ethical standards and integrity. Resilient and adaptable, with the ability to thrive in a fast-paced, evolving regulatory and working

environment. Strong interpersonal skills and the ability to manage relationships with internal and external

stakeholders effectively. KEY BUSINESS PARTNERS

Board of Directors Senior Management Team Operating Companies MDs

JOB DESCRIPTION

Employee Signature:_____________________________________ Date:_____________________ Employee Name: ________________________________________

Why HFL?

HFL is a young but highly experienced office, we are an inclusive and diverse Guernsey-based, family-owned independent Fiduciary and Fund administration business specialising in the Venture Capital world.

Some of the benefits we offer include:

• Non-contributory pension • Medical insurance for you (Spouse and

Dependants) • Permanent health insurance (PHI) • Performance based bonuses twice a

year • Death in service • Office closure between Christmas and

New Year (deducted from annual leave) • Sports and social events • Team building events • Wellbeing initiatives (such as a 9-day

fortnight and yoga lunches)

• Flexible working (including working from home)

• Recognition awards • Convenient out of town location • Parking • Paid qualifications and continuing

professional development • Dress for your day • Superb career development

opportunities that come with working for a smaller, independent firm.

Job Specification

Job Title: Trainee Fund Accountant Reports to: Fund Accounting Manager

About the Fund Accounting team:

We are Guernsey’s venture capital specialists and our Fund Accounting team work closely with our clients to provide a best-in-class service in the highly competitive, fast paced venture capital environment. We pride ourselves on our flexibility and innovation and adapt to handle all aspects of fund accounting. Due to the nature of venture capital, we are exposed to a wide variety of unique and exciting opportunities meaning that no two days are the same.

About this role:

The Trainee Fund Accountant undertakes bookkeeping, accounting and reporting for a portfolio of active Venture Capital funds. The Trainee Fund Accountant will be expected to assist with the preparation of accurate well- presented client deliverables within the agreed deadlines in accordance with the policies and procedures of the Fund and HFL.

Key Responsibilities:

• Complete relevant training to gain an understanding of different clients and Fund structures

• To undertake bookkeeping, accounting and reporting for a tailored portfolio of venture capital funds. Supports the Fund Accountants and Senior Fund Accountants with a more complex portfolio of clients when necessary

• Assist with producing quarterly management accounts and annual audited accounts in accordance with IFRS and FRS102

• Assist with responding to audit requests in a timely manner

• Assist with providing the relevant information to tax advisors in order for relevant tax reporting to be

prepared

• Responding to client’s ad hoc queries and monitoring the client mailboxes to ensure queries are responded to in a timely manner

• Work closely with the Fund administration team to ensure that accounting records are accurate and

transactions and within the various fund entities are bookkept correctly and in a timely manner

• Attend professional qualification courses and undertake exams in order to complete their qualification

Personal attributes:

• A self-starter with the ability to pick up work accurately and under pressure.

• Excellent communication, team-work and interpersonal skills to develop strong working relationships with colleagues, clients and other stakeholders.

• Strong computer literacy and problem-solving skills are essential.

• Knowledge of the financial services industry.

Why HFL?

HFL is a young but highly experienced office, we are an inclusive and diverse Guernsey-based, family-owned independent Fiduciary and Fund administration business specialising in the Venture Capital world.

Some of the benefits we offer include:

• Non-contributory pension • Medical insurance for you (Spouse and

Dependants) • Permanent health insurance (PHI) • Performance based bonuses twice a

year • Death in service • Office closure between Christmas and

New Year (deducted from annual leave) • Sports and social events • Team building events • Wellbeing initiatives (such as a 9-day

fortnight and yoga lunches)

• Flexible working (including working from home)

• Recognition awards • Convenient out of town location • Parking/parking rota • Paid qualifications and continuing

professional development • Dress for your day • Superb career development

opportunities that come with working for a smaller, independent firm.

Job Specification

Job Title: Trainee Fund Administrator Reports to: Fund Administration Manager

About the Fund Administration team:

We are Guernsey’s venture capital specialists and our Fund Administration team work closely with our clients to provide a best-in-class service in the highly competitive, fast paced venture capital environment. We pride ourselves on our flexibility and innovation and adapt to handle all aspects of fund administration. Due to the nature of venture capital, we are exposed to a wide variety of unique and exciting opportunities meaning that no two days are the same. About this role:

As part of our trainee programme, a Trainee Fund Administrator will study towards a professional qualification and assist with the day-to-day administration of our fund clients under the direction of a manager.

Key Responsibilities:

• Assist with all aspects of the administration of our fund clients (including VC funds, management companies and associated fund vehicles).

• Assist with the processing fund operations including, inputting payments, preparing receipt packs and

processing investor changes.

• Assist with the maintenance of investor and fund records in the relevant systems.

• Assist with company secretarial matters including preparation of minutes, board packs and reports.

• Assist with other ad-hoc client requests or other duties as required by the team, including project work.

Personal attributes:

• Strong organisation and communication skills are key.

• Good computer literacy and problem-solving skills are essential.

• A desire to learn and commitment to studies is required and will be supported as part of the trainee programme.

Qualifications and expertise:

• Some office-based experience would be beneficial but is not essential for this entry level position.

• English and maths GSCEs (or equivalent) are essential.

• A-levels preferred

Why HFL?

HFL is a young but highly experienced office, we are an inclusive and diverse Guernsey-based, family-owned independent Fiduciary and Fund administration business specialising in the Venture Capital world.

Some of the benefits we offer include:

• Non-contributory pension • Medical insurance for you (Spouse and

Dependants) • Permanent health insurance (PHI) • Performance based bonuses twice a

year • Death in service • Office closure between Christmas and

New Year (deducted from annual leave) • Sports and social events • Team building events • Wellbeing initiatives (such as a 9-day

fortnight and yoga lunches)

• Flexible working (including working from home)

• Recognition awards • Convenient out of town location • Parking/parking rota • Paid qualifications and continuing

professional development • Dress for your day • Superb career development

opportunities that come with working for a smaller, independent firm.

Job Specification

Job Title: Fund Administrator Reports to: Fund Administration Manager

About the Fund Administration team:

We are Guernsey’s venture capital specialists and our Fund Administration team work closely with our clients to provide a best-in-class service in the highly competitive, fast paced venture capital environment. We pride ourselves on our flexibility and innovation and adapt to handle all aspects of fund administration. Due to the nature of venture capital, we are exposed to a wide variety of unique and exciting opportunities meaning that no two days are the same. About this role:

The Fund Administrator carries out the routine day-to-day administration for a portfolio of clients under the direction of a manager.

Key Responsibilities:

• Administer a portfolio of clients (including VC funds, management companies and associated fund vehicles), including liaising with clients and third parties.

• Assist with the processing of all aspects of the fund’s operations, including processing simple

investment transactions, inputting payments, preparing receipt packs and processing investor changes.

• Undertake the accurate maintenance of all investor and fund records in the relevant systems.

• Assist with company secretarial matters including preparation of minutes, board packs and reports.

• Assist with regulatory and statutory filings.

• Assist and support with the induction and training of trainee staff.

• Attend to other ad-hoc client requests or other duties as required by the team, including project work.

Personal attributes:

• A self-starter with the ability to work independently and accurately under pressure.

• Good communication, team-work and interpersonal skills to develop strong working relationships with colleagues, clients and other stakeholders.

• Strong computer literacy and problem-solving skills are essential.

• Practical experience in, or demonstratable knowledge of, the financial services industry.

Qualifications and expertise:

• The candidate will be expected to be studying towards a recognised professional qualification such as CGI (ICSA) or equivalent, and/or have a minimum of 1 years’ relevant experience in fund administration or other relevant experience.

• A basic understanding and ability to interpret fund documentation.