Assistant Company Secretary - 6 month Fixed Term Contract - eFinancialCareers

About the Role

We are seeking an experienced Assistant Company Secretary to join our Legal & Company Secretariat team on a six-month fixed-term contract.

This is an excellent opportunity for an immediately available company secretarial or governance professional to provide support to the General Counsel & Company Secretary, delivering high-quality company secretarial and governance services to the Executive Management Committee, Management Operations Committee and Board of Directors.

The successful candidate will take ownership of a range of company secretarial and governance responsibilities, working closely with the General Counsel & Company Secretary and wider Legal & Company Secretariat team.

Please note: Due to the immediate requirements of this role, only candidates who are available to start immediately and who have no notice period to serve will be considered.

Key Responsibilities and Accountabilities 1. Company Secretariat and Governance

1. Act as Secretary to the Executive Management Committee and Management Operations Committee.
2. Schedule Board and Executive Management Committee meetings and maintain the respective meeting calendars.
3. Coordinate Board meeting logistics, including UK-based meetings and occasional overseas meetings, working with relevant internal functions to ensure their smooth operation.
4. Prepare agendas and collate meeting papers for Executive Management and Operations Committee meetings.
5. Assist with the preparation of agendas and meeting packs for the Board, its Committees and Annual General Meetings (AGMs), as required.
6. Prepare accurate and timely minutes for Executive Management and Operations Committee meetings, maintain action trackers and undertake post-meeting follow-up, including communicating governance decisions where appropriate.
7. Maintain statutory registers, including registers of members.
8. Assist with statutory and regulatory filings, including annual confirmation statements and Companies House submissions.
9. Assist in drafting and reviewing governance documentation, including Committee Terms of Reference, governance statements within the Annual Report, Pillar 3 disclosures and key risk governance documents such as ICAAP and ILAAP.
10. Support the development and coordination of the annual Board training programme, including maintaining attendance records and circulating training certificates.
11. Maintain governance records and structures, including Board and Committee membership lists, shareholder representative details, directories, KYC information and contact records.
12. Coordinate the induction of new Directors.
13. Support the ongoing development and maintenance of Board and Executive Management Committee processes and procedures.
14. Coordinate and administer dividend payments.
15. Support shareholder engagement activities and the development of initiatives to enhance shareholder relationships.
16. Undertake any other duties reasonably falling within the scope of the role.

2. Foundation and Trustee Support (Volunteer Capacity)

The role will also provide administrative and governance support to an associated charitable foundation in a voluntary capacity. These responsibilities do not constitute employment with the Foundation.

Responsibilities include:

1. Scheduling Trustee meetings and agreeing agendas with the Trustee Chair.
2. Organising, attending and preparing minutes for Trustee meetings.
3. Managing relevant regulatory and Charity Commission filings.
4. Liaising with the Independent Examiner and Accountant in relation to the review of the Foundation's annual accounts.
5. Administering grant applications, including screening applicants and funding requests and obtaining Trustee approval for compliant applications.
6. Supporting Trustees in monitoring awarded grants, including liaising with relevant overseas offices and coordinating site inspections where required.
7. Coordinating the annual Trustee risk assessment, working with relevant Risk Management and Compliance functions as appropriate.
8. Acting as custodian of and maintaining the Foundation's records.
9. Responding to queries from Trustees and other stakeholders, including the Independent Examiner and Accountant, and supporting the preparation and review of management accounts.
10. Assisting with policy development.
11. Undertaking any other reasonable duties required to support the effective operation of the Foundation.

3. Departmental Operational Responsibilities

1. Support the preparation and regular reporting of departmental management information.
2. Undertake administrative and operational tasks necessary to ensure the smooth running of the department.

Skills, Experience and Capabilities

The successful candidate will ideally demonstrate:

1. A qualified company secretary with a minimum of five years' experience within the banking or another regulated sector.
2. Alternatively, a qualified lawyer with at least five years' relevant governance experience and a genuine interest in developing experience across the wider responsibilities of the role.
3. Experience of Board and Committee governance, company secretarial processes and statutory compliance.
4. Experience using Board meeting software, such as Nasdaq Boardvantage and Board Intelligence Minute Writer.
5. Charity or foundation governance experience would be advantageous, although not essential.
6. Strong written and verbal communication skills, with an excellent command of English.
7. The ability to learn quickly, work proactively and manage competing priorities.
8. A high level of discretion, professionalism and confidentiality.
9. Excellent interpersonal skills and the ability to build effective working relationships with stakeholders at all levels.
10. A collaborative approach and the ability to work effectively as part of a team.
11. A commitment to demonstrating the values of Respect, Integrity, Collaboration and Excellence.

Qualifications

Minimum requirements:

1. Bachelor's degree from a recognised institution, with a minimum 2:1 classification.
2. Full or part-qualified company secretarial qualification.

Alternatively, candidates may be qualified lawyers with at least five years' relevant experience.