About the role

The Company will appoint, from inception, a full-time employee based in Malta (the Malta FTE) to support the conduct of licensable activities and ensure adequate local substance. The Malta FTE will hold a junior, non‑executive role and will operate under the day‑to‑day direction and supervision of Mr Ryan Rajkumar, who is responsible for distribution activities and supported by others within the EC Pohl Group of companies.

The position is designed to reinforce effective organisational arrangements, local presence, and continuity of operations in and from Malta, consistent with the Applicant’s governance and control framework.

Key responsibilities

1. Day-to-day operational and administrative responsibilities in Malta

The Malta FTE will perform routine operational and administrative functions necessary for the orderly running of the Malta office and the proper maintenance of records in Malta. Responsibilities will include:

Maintaining the Malta office premises in good order, including managing access, supplies, and vendor liaison (e.g. IT support providers and any locally engaged marketing services).
Acting as the first point of contact for inbound correspondence (postal and electronic) addressed to the Malta office and promptly routing items to the appropriate function holder.
Assist the global IT team with Search Engine (SEO) and AI Search Optimisation – Research and determine target keywords aligned with the firm’s services and audience. – Carry out on-page optimisation and write SEO web copy. – Conduct regular website audits and install and maintain Google Search Console and Google Analytics. – Track keyword rankings and monitor backlinks. – Optimise and maintain the firm’s Google Business Profile.
Blog and Landing Page Content – Rework and refresh blog posts, blog post images and landing pages each month. – Write each article and landing page from the monthly topics provided by the business, aligned with EC Pohl & Co’s business requirements and SEO / AI search objectives. – Submit all content to EC Pohl & Co for approval prior to publishing.
Reporting and Governance – Prepare an SEO and AI Search performance report at least quarterly, covering keyword, indexing and AI visibility metrics.
2. Corporate administration and governance support
Assisting with scheduling and logistics for Board and committee meetings held in Malta.
3. Record-keeping and systems
Maintaining local records in accordance with the Company’s Record Retention Policy, including marketing records, client/prospect interactions recorded in the Customer Relationship Management (CRM) system, complaints register entries, training logs, and regulatory correspondence.
Ensuring that records which must be kept in Malta are promptly captured, indexed, and retrievable for supervisory review, with retention periods applied as per the retention policy.
Supporting periodic testing of business continuity, incident escalation drills and data-recovery checks, and maintaining local inventories of equipment and access rights in line with the ICT and Business Continuity Management (BCM) procedures.
4. Supporting role in marketing and distribution of the UCITS

The Malta FTE will provide structured support to Mr Rajkumar, who is the responsible executive for the Company’s distribution activity, in each case to professional clients and eligible counterparties only. The Malta FTE’s support will be strictly non-advisory and include:

Coordinating dissemination of approved marketing communications and fund documentation; maintaining an inventory of current materials; withdrawing superseded materials; and ensuring only approved, accurate, and fair communications are used.
Organising meetings, webinars and events; managing follow-up communications to prospects; and recording interactions in the CRM in line with the Company’s conduct of business procedures.
Liaising with the UCITS management company, administrator and depositary for the timely provision of prospectuses and KIIDs.
Tracking status updates on investor enquiries and applications handled by fund-level service providers.
Assisting with maintenance of distribution and marketing records, including: – Copies of marketing communications and their approvals; – Prospect engagement logs, meeting notes and communications; and – Records required to evidence compliance with conduct of business standards (e.g. target market confirmations where applicable for distribution).
Recognising that investor onboarding and full KYC are undertaken by the UCITS management company/administrator, the Malta FTE will: – Route any investor identification or documentation received in Malta to the relevant fund-level service provider securely and without delay; – Maintain a log of documents transmitted and confirmations received; – Escalate any suspected issues observed during interactions to the MLRO and refrain from providing AML determinations.

The Malta FTE will not provide investment advice, will not approve marketing materials, and will not exercise discretion in control functions. All investor-facing content used will be pre-approved through established governance.

Reporting line and fit within the governance structure

The Malta FTE will report operationally to Mr Rajkumar for all distribution-related tasks and office administration priorities. The role sits within the first line of defence. Independence of the Company’s control functions is preserved as follows:

The Compliance Officer and MLRO report directly to the Board and are not subordinate to commercial lines; the Malta FTE does not undertake control decision-making.
The Malta FTE will provide information and administrative support to control functions upon request (e.g. retrieval of records, arranging meetings, circulating training materials) but will not design tests, approve communications, or close compliance findings.
Matters of conduct, complaints, incidents and regulatory correspondence received in Malta will be promptly routed to the relevant function holder and, where material, notified to the Board consistent with the Company’s monitoring and reporting framework.

This structure aligns with the Company’s organogram and internal-control arrangements, supports quarterly Board reporting, and ensures clear separation between commercial execution and independent oversight.

Measures of Success

EC Pohl & Co represented accurately and consistently across AI platforms.
Monthly content refreshed and published on schedule, following the approval process.
Timely, accurate performance reporting and an up-to-date workstream tracker.

Supervision, performance measurement and escalation

The Malta FTE’s performance will be monitored through:

Periodic one-to-ones with Mr Rajkumar covering distribution support metrics (e.g. timeliness and accuracy of CRM entries; responsiveness to investor enquiries routed to fund service providers; completeness of marketing material inventories).
Quarterly compliance attestations on record-keeping completeness, complaints register status and training log updates.
Clear escalation protocols for incidents, complaints, potential breaches, data-loss or cybersecurity concerns, and suspected AML/CFT issues.

Requirements

Experience in SEO, including technical SEO, on-page optimisation and keyword research.
Understanding of how AI assistants and large language models source and surface information (AI search / generative engine optimisation).
Hands-on experience with Google Search Console, Google Analytics and Google Business Profile.
Strong writing skills, with the ability to produce clear, search-optimised web copy and blog content.
Organised and self-directed, comfortable managing work in Notion or a similar tracker.
Experience in financial services or another regulated industry is highly regarded.
Experience in dealing with inbound client, media and business supplier queries
Occasional attendance at local events/conferences and taking notes to log in CRM (Hubspot)

Education and Experience

Proof of school/college certificates

Requirements

Experience in SEO, including technical SEO, on-page optimisation and keyword research.
Understanding of how AI assistants and large language models source and surface information (AI search / generative engine optimisation).
Hands-on experience with Google Search Console, Google Analytics and Google Business Profile.
Strong writing skills, with the ability to produce clear, search-optimised web copy and blog content.
Organised and self-directed, comfortable managing work in Notion or a similar tracker.
Experience in financial services or another regulated industry is highly regarded.
Experience in dealing with inbound client, media and business supplier queries
Occasional attendance at local events/conferences and taking notes to log in CRM (Hubspot)

Education and Experience

Proof of school/college certificates

About Us

EC Pohl & Co is a funds management firm established in 2012 in Sydney, Australia providing share portfolio services to help sophisticated investors grow their wealth over time. The company recently expanded its operations in Malta as part of its European expansion.

Distribution Support

Job Description