Company Secretarial Assistant - London, United Kingdom - Ramsey Portia

Description

Job Description

A leading investment firm are seeking a Secretarial Assistant.

Duties & Responsibilities:

• Assist in the production of board papers ensuring they are properly collated and dispatched within agreed timescales
• Source supporting information and drafting routine reports as required for inclusion in the Board papers
• Make the necessary arrangements for Board meetings and general ad hoc meetings, e.g. room bookings, refreshments etc.
• Support the production of the annual report and accounts, half yearly reports and interim management statements to shareholders of the investment trusts, including
• Prepare mailing requirements and ordering of label data from various providers
• Maintain the statutory records, registers and annual returns for the investment trusts including maintenance of the Diligent Entities database system
• Submit returns to the Registrar of Companies
• Share the responsibility for making all stock exchange(s) announcements e.g. daily net asset values, voting rights, dispensation, substantial shareholder, share buy-back, dividends, results, director's dealings, (keeping director's dealings up to date), etc. in accordance with agreed procedures
• Circulate monthly portfolio valuations
• Assist the Company Secretaries to ensure loan facility compliance certificates are signed off and dispatched within agreed timescales each month
• Check the website entries for the trusts to ensure that investment trust client information is accurate and up to date
• Maintain the filing system for the investment trust clients
• Prepare agendas, letters and general correspondence as required
• Assist with special ad hoc projects as directed by the Company Secretaries
• Assist with ad hoc departmental matters
• Liaise with appropriate external suppliers
• Work closely with the other assistants in the team and provide cover as necessary.
• Carry out other duties as assigned

The roles requires:

• Good written and oral communication skills
• Strong organisational skills and able to prioritise effectively
• Strong attention to detail
• Able to work as part of a team and prepared to share team structure responsibilities
• Experience of Microsoft Office, Excel and Outlook is essential