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Job Description
To provide assistance to the Assistant Company Secretary and the Company Secretarial team as a whole in the delivery of high quality, professional company secretarial and corporate governance services to the business and to ensure a smooth operation of the Group and client’s board and committee meetings. Be a team player and work closely with the Company Secretarial Assistant/Administrator, providing cover in their absence.
Find out if this opportunity is a good fit by reading all of the information that follows below.
General Tasks:
- All Staff - to comply with the applicable Information Security Management System (ISMS) policies,
- including Clear Desk and Screen Policy, attend annual IT security training, Information Systems
- Usage policy.
- Ensure timesheets are accurately and diligently completed within the required timeframe.
- All Staff – to comply at all times with the PRA/FCA’s Conduct Standards, namely: 1.) to act with
- integrity 2.) to act with due skill, care and diligence and 3) to be open and co-operative with the FCA, the PRA and other regulators. 4) You must pay due regard to the interests of customers and treat them fairly. 5) You must observe proper standards if market conduct.
Key Tasks:
- Working with the Company Secretarial team to schedule meetings, manage the CoSec calendar, and issue reminders for meeting papers to be submitted to the team.
- Book meeting rooms, order refreshments, organise attendance arrangements, and acting as the point of contact for related director/ member/ attendee queries (including IT access).
- Assist with the initial preparation of template agendas and other template documents involved in Board & Committee meeting support and maintain meeting attendance records.
- Assist with requesting and following up meeting papers and creating meeting packs.
- Filing contracts and signed minutes in accordance with Asta’s procedures.
- Assist with updating the library of appropriate policies and procedures to achieve compliance with relevant regulatory and legal requirements and monitor adherence to the procedures.
- Provide administrative support to the team, as may be required from time to time.
- Provide cover for any team member in their absence if requested (which may include attending and minuting meetings) and provide assistance to other members of the team during busy periods
- Monitor enquiries and requests for support on any company secretarial or governance matters addressed to the CoSec team, forwarding these to CoSec Team members or responding where appropriate.
- (i) File and locate contracts for all Asta CoSec entities or any other documents on the document retention system on the shared drive; iii) maintain the contracts register; iv) act as liaison between Syndicate clients and internal legal team in responding to NDA queries.
- Prepare documents for filing at Companies House using Diligent Blueprint.
- Undertake any project work as requested by the Assistant Company Secretary.
- Assist the Assistant Company Secretary in maintaining good corporate governance for the Group including maintaining meeting attendance records, and reviewing/updating terms of reference and policies and procedures for Group companies as requested.
Key Skills:
- Good interpersonal skills - friendly and approachable with the ability to deal with colleagues and clients at all levels in a professional and diplomatic manner
- Demonstrable commitment to development of professional Company Secretarial career
- Self-starter - able to display initiative and work with a degree of autonomy
- Strong organisational and writing skills and attention to detail
- Integrity and discretion
- Flexible and team player
- Analytical – the confidence to question where appropriate in order to reach the core issue
Key Technical Skills:
- Progressing, about to embark or completed ICSA Professional Programme
- Good working knowledge of company secretarial “bread and butter” issues – (procedures for annual returns, appointment and termination of directors, issues and transfers of shares, directors and shareholder resolutions).
- Broad awareness of the Companies Act 2006, FCA/PRA and Lloyd’s regulation and corporate governance
- Knowledge of Blueprint, Sharepoint and Diligent
- Strong working knowledge of all Microsoft Office packages, particularly Word