Company Secretarial Assistant

Job Description

Title: Company Secretarial Assistant

Position: Temporary Contract (with the view to becoming permanent)

Location: London, United Kingdom

Salary: Competitive

WFH: Hybrid working model

Reports to: Senior Company Secretary

Direct Reports: N/A

Overview of the Role:

The purpose of the role is to provide administrative and technical support to the UK Company Secretarial team.

Key responsibilities:

• Board and Committee administration support includes meeting coordination, drafting agendas, maintaining meeting records and schedules, liaising across multi-jurisdictional teams in Europe and APAC, updating action logs, and collating and disseminating Board and Committee papers using Digital Board Books software.
• Drafting routine Board resolutions and arranging approval and execution under the supervision of the Senior Company Secretary.
• Maintaining Conflict of Interest logs.
• Maintaining electronic corporate records.
• Assisting with Legal Entity Reporting requirements.
• Ensuring annual confirmation statements, annual reports, accounts, and other statutory filings are undertaken within appropriate filing deadlines.
• Arranging document notarisation and apostilles with external agencies. Collation and provision of KYC documents as required, promptly.
• Maintenance of Company Secretarial information, guidance notes, structure charts and other documentation and templates on the Company Secretarial Portal, including the drafting of policies and procedures when requested.
• Monitoring/managing the Company Secretarial Inbox.
• Coordinating and assisting with projects as directed on behalf of the Company Secretarial team, including research, developing recommendations, planning and task tracking.
• Providing support to the legal team from time to time on legal administrative tasks and/or projects.
• Ensure adherence to good corporate governance principles concerning all Company Secretarial matters.

Qualifications, Experience and Skills Required:

• Either CGI part-qualified, or law graduate or a similar qualification.
• Prior experience as a Company Secretarial Assistant or similar within the financial services sector is preferable.
• Knowledge of the fund management industry is beneficial but not a requirement.
• A commitment to ongoing personal development, training and assuming greater responsibility over time.
• A positive, proactive approach and strong team ethic.
• Accuracy and attention to detail.
• Strong written communication skills.
• Good organisational skills.
• Use discretion when handling confidential information.

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