Assistant Company Secretary - London, United Kingdom - Mitie

Mitie
Mitie
Verified Company
London, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description
Assistant Company Secretary

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Job Overview:


  • To maintain accurate record keeping across the entire Company Secretarial function to ensure complete compliance with required statutory requirements and regulations
  • To assist with the smooth running of the department by monitoring the team calendar and indentifying key deliverables on a timely basis

Main Duties

Company Secretarial, to assist with:


  • Diligent Entities data input, management and efiling including director appointment and resignations and confirmation statements for UK and international subsidiaries
  • The preparation of standard form board minutes and coordination of subsidiary company meetings
  • Regulatory and nonregulatory list management using Insider Hub
  • The administration relating to share scheme grants, maturities and exercises
  • The tracking and filing accounts with Companies House
  • The preparation of correspondence with loan note holders
  • Taking responsibility for the Company Secretary inbox
  • Ensuring relevant legal, regulatory and listing requirements and deadlines are met
  • Ensuring relevant governance information is kept up to date and made available where and when necessary

Plc Board and Committees, to assist with:

  • Issuing agendas for meetings of the Board and its Audit, Remuneration, and Nomination Committees
  • The preparation and distribution of associated papers
  • The preparation and issue of agendas for the ESG Committee and Mitie Foundation Trustee Board (charity) meetings. Collate and distribute associated papers, maintain the action trackers, attend the meetings and take minutes

Compliance

  • Provide support to the Deputy Company Secretary and Senior Assistant Company Secretary with regards to relevant law, regulations, listing and disclosure obligations
  • Prepare and issue routine announcements to the Stock Exchange via the RNS
  • Assist with PDMR, Permanent Insider and Project Insider requests for clearance to deal
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Shareholders

  • Assist the Senior Assistant Company Secretary with the coordination of the AGM
  • Assist in drafting AGM documentation, including the notice of meeting, proxy voting form, and Chairman's scripts
  • Assist with the coordination, printing and post out of all shareholder circulars
  • Liaise with the Registrars, including AGM preparation and management, dividend payments, share vesting, yearend information and shareholder queries.

Strategic Projects

  • Assist with Strategic Projects when required (for example, M&A and Corporate Restructuring).

What we are looking for:


Skills and experience

  • ICSA qualified/studying for ICSA examinations with relevant experience
  • Good knowledge and experience of Company Secretariat operations
  • Experience in a listed Plc company secretarial department is essential
  • Knowledge of Companies Acts, FCA Listing, Disclosure and Prospectus Rules, UK Corporate Governance Code and other Corporate Governance requirements

Character

  • Highly organised personally, with an ability to prioritise, and reprioritise, workload
  • Absolute discretion, good judgement and integrity
  • High standards of accuracy and presentation
  • Flexibility
  • Ability to work in a fastpaced environment

Software skills (essential)
Microsoft Outlook, Word, PowerPoint, Excel, Diligent Entities and Diligent Board Books or equivalent.
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