Associate Director – Conducting Officer

Associate Director, Conducting Officer, and Board Member of AIFM

Location: Luxembourg

Department: Operations

Reporting to: Head of Third-Party Oversight 


Our client is a FTSE-100 listed, alternative asset manager with over 30

years’ history, managing +$70 billion AUM.


Operating across multiple assets, the business employs over 500 people in 15 countries globally.


Position Summary


We are looking for an ambitious, self-starting individual who enjoys autonomy and independence to join our Luxembourg AIFM in the senior role of Conducting Officer (“CO”). 


  • The Luxembourg AIFM currently has responsibility of management for the vast majority of the Group’s AUM.
  • Working alongside the local team and fellow CO, you will have responsibility for the smooth running of the office, will sit as a director of the AIFM and the Management Committee and be expected to represent the company on the various fund GP boards for the delegated activities under their CO remit. 
  • To be successful, you will be expected to engage with and manage senior internal and external stakeholders (including the CSSF).
  • As CO, you will have responsibility for the oversight of delegates (including portfolio management), marketing and distribution, corporate accounting, internal audit, and regulatory reporting.
  • You will have one direct report in Luxembourg to assist with their responsibilities. In addition, you will work closely with senior management from across the group, including functions based in the UK such as compliance, legal, operations, finance and HR.


Primary Responsibilities:


Fund Delegates Oversight (Third Party Administrators and Depositaries)


  • Performing annual risk assessment on all delegates
  • Collecting and reviewing KPIs and reports on a periodic basis as part of ongoing


  • Ensuring appropriate meetings/calls/follow-ups are arranged to discuss/resolve the material issues arising
  • Performing initial and ongoing due diligence on all delegates
  • Responding to due diligence requests (and other queries) to the AIFM
  • Producing and presenting of key findings to the Board on a quarterly and/or ad hoc basis


Portfolio Management Oversight


  • Collecting, filing and review of investor and asset manager reports per fund strategy
  • Reviewing and analysing investment performance
  • Discussing with internal portfolio managers on fund performance or strategy changes
  • Producing and presenting of key findings to the Board
  • Reviewing and ensuring adequate follow-up and closure of any material exceptions found

Marketing and Distribution Oversight

  • Collecting, filing and review of marketing records and collation of information from central updates
  • Producing and presenting of key findings to the Board
  • Reviewing and signing AIFM & AIF marketing notifications ahead of filing with the CSSF

Corporate Accounting Oversight

  • Working with Group finance team to review the local output from the third-party accounting provider (e.g. review of quarterly TB, annual accounts, management fee invoices, cash activity, tax enquiries)
  • Presenting management accounts and reporting of any key findings to the Board
  • Formal assessment of third-party provider’s performance each quarter
  • Overseeing the external audit process


Regulatory Reporting


  • Acting as contact point between the AIFM and the CSSF
  • Answering queries from the CSSF and/or arranging necessary calls and meetings
  • Assisting with any formal regulatory reviews undertaken by the CSSF
  • Analysing changes/updates to any relevant CSSF circulars and formulating a response to ensure the necessary operational compliance
  • Drafting/reviewing AIFM board reports, compiled per strategy, and presenting the same to the relevant boards


Governance and Legal


  • Overseeing that the Board & Management Committee meetings are established, furnished with the necessary documentation, appropriately documented and filed
  • Chairing the Management Committee as required
  • Attendance of the Board meeting as a director
  • Liaising as required with the Group internal audit function to ensure appropriate coverage of Luxembourg process and controls


Office Management


  • Working to ensure that the Luxembourg office adheres to established processes and policies
  • Assisting with any necessary recruitment and onboarding of new starters


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