Company Secretarial Assistant - City of London, United Kingdom - active staffing solutions

active staffing solutions
active staffing solutions
Verified Company
City of London, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

  • To £60k + Bonus + Bens
  • Fantastic Career Opportunity
  • Must have expeirence working within Insurance/FS Market
An opportunity has arisen, for a company secretarial assistant to join this high profile, fast-paced Group.

This role will provide a broad range of core company secretarial duties including shares related matters and support the department to achieve the highestgovernance standards by maintaining accurate and organised records.

As the Company Secretarial Assistant you will have responsibility to assist the Company Secretarial team in managing the provision of services to the Group's boards, shareholders and the business in accordance with Group policy to achieve targets, develop thebusiness and deliver an excellent and comprehensive service.

Key Responsibilities

  • Planning of meetings / preparation and circulation of agendas and papers for board, committee and shareholder meetings of UK and overseas subsidiaries;
  • Attend and minute regulated and nonregulated subsidiary board or committee meetings;
  • Maintenance of statutory books to ensure timely and accurate filings including tracking and diligent filing of meeting minutes;
  • Liaise with and manage Divisional overseas entities in regard to their statutory records, filing and regulatory requirements;
  • Assist with the update and management of Group corporate structure charts and process maps;
  • Drafting and proof reading documents (including minutes, annual reports etc.);
  • Assist in the implementation and maintenance of an up to date, structured Company Secretariat filing and archiving system;
  • Prepare and circulate written resolutions of directors and shareholders;
  • Assist with subsidiary share award and incentive scheme implementation;
  • Provide assistance with the management of UK and nonUK Divisional subsidiaries, including in the UK Companies House filings and applicable corporate governance, and the maintenance of statutory registers using the Diligent Entities system;
  • Management and provision of management information in relation to subsidiaries;
  • Assist with the integration of the company secretarial systems and records of acquired and newly formed and newly acquired subsidiaries;
  • Coordination of the board approval, signing and filing of UK statutory accounts;
  • Provide assistance with liquidations and dissolutions of Group subsidiaries which are inactive and dormant;
  • Responsible for the management of certain Company Secretariat BAU matters as agreed from time to time, including the Review Manager process and the Group Structure Chart;
  • To provide ad hoc support as required to the Company Secretariat and to directors and senior management of the Group;
  • To perform required tasks accurately and efficiently to the required standard and speed; and
  • Assist in M&A activity, Groupwide projects and ad hoc matters.
Core Responsibilities for All Staff

  • Deliver a personal performance that contributes towards the Group's objectives;
  • Achieve lasting relationships with all parties (clients, markets, suppliers, third parties and other staff);
  • Consistently deliver an excellent and comprehensive service;
  • Ensure all dealings are carried out with integrity and professionalism;
  • Act in utmost good faith, in accordance with Group policies and never risk the Group's reputation;
  • Continuously develop skills and knowledge;
  • Develop others where you are responsible for their performance; and
  • Maintain accurate records and deal with correspondence appropriately.
Key Accountabilities (What you are measured on)

  • Understanding the requirements of the Group and responding appropriately in dealing with a varied workload and competing priorities;Ability to produce required material accurately and within required timescales;
  • Ability to understand the needs of others and to deal with colleagues and Board members sensitively, with discretion and with a good sense of humour;
  • Dealing appropriately with confidential information; and
  • Responding promptly to requests for assistance.
Key Competencies (Skills and abilities needed to perform role)

  • Good communication skills including high quality regulated entity minute drafting;
  • Ability to make use of new technology and systems within the company secretarial environment, including new and additional modules within Diligent Entities;
  • Able to work with people of all levels of seniority;
  • Technical knowledge and accuracy / attention to detail;
  • Good communication and presentational skills;
  • Organisational / time management skills and flexibility; and
  • Ability to deal with multiple tasks in a fastmoving environment.
Key Competencies (Knowledge and experience)

  • 18+ months' experience in a company secretarial role, ideally in the insurance industry or in financial services;
  • Diligent Entities experience (or equivalent);
  • Diligent Boards experience (or equivalent);
  • Knowledge of existing UK statutory and regulatory legislation; and
  • Educated to degree level, ideally Finance or Law.
Professional Qualifications

  • GradICSA essential;
  • Finance or Legal qualifications and experience useful;
  • Ability in problem analysis, troubleshooting and resolution;
  • Able to communicate effectively and interact with a diverse range of personalities and roles both internally and externally;
  • Strong analytical and organisational skills, and attentiontodetail; and
  • Comfortable in a fastpaced and rapidly evolving environment.
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