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Assistant Partnership Secretary

Assistant Partnership Secretary

Job Title: Assistant Partnership Secretary
Contract Type: Permanent
Location: London, England
Industry:
Salary: £40000.00 - £55000.00 per annum + benefits
Start Date: ASAP
Reference: BBBH20725_1617818056
Contact Name: Leena Myers
Contact Email: leena@dmjcosec.com
Job Published: April 07, 2021 18:54

Job Description

Superb opportunity exists for a CoSec Assistant/Assistant CoSec to take on an Assistant Partnership Secretary role within this prestigious law firm.


The Role
You will be expected to provide high quality, best in class, firmwide company secretarial advice and support as part of the Partnership Secretarial function at firm. You will proactively contribute to the Partnership Secretarial function, and ultimately, the firm's success, by actively seeking to support the firm's governance framework, and anticipating the needs of colleagues, service providers, and Non-Executive Advisers to the firm. The core part of the role is focussed on company secretarial work, but there is also an administrative element involved.

Key Responsibilities
*Act as Assistant Partnership Secretary to, and support, several Committees, and a variety of Working Groups at the firm, which will include the Environment Board, Environment Committee, Partnership Board sub-group meetings, and Risk Management Board, ensuring support is provided to Committee Chairs by scheduling meetings, producing agendas, attending and minuting meetings, following-up on actions arising, and updating Rolling Forward Agendas.
*Manage the Members' Policies Manual, and all firm wide policies, keeping these up-to-date and ensuring their consistency in terms of format and tone of voice.
*Maintain up to date the library of information kept in the Resources folders on Diligent for the partners, the Partnership Board, and Committees reporting to the Partnership Board.
*Maintain the Firm Governance section on the firm's intranet site.
*Involvement in governance related projects from time to time.
*Deputise for the Partnership Secretary, as and when required.
*Liaison with Partnership Board members and Non-Executive Advisers in relation to Partnership Board matters.
*Draft and update Terms of Reference.
*Draft partnership resolutions and assistance with elections from time to time.
*Keep up-to-date partnership secretarial records and information.
*Administration to support the firm's governance framework and meetings infrastructure, principally, the Partnership Board and Committees reporting to the Partnership Board (Audit Committee, Diversity and Inclusion Board, New Partner Committee, Operations Group and Risk Management Board), including:
➢annual scheduling of meetings to ensure alignment with the business and reporting cycle;
➢collation and uploading of documents onto the Diligent platform;
➢liaison with relevant parties to arrange meetings virtually and in person; book internal rooms; ensure the appropriate room setups are in place; and that refreshments are booked and confirmed; and ➢ manage calendar invites.

Key Relationships
*Partnership Secretary
*Senior Partner and Managing Partner (together with their EAs)
*Partnership Board members
*Non-Executive Advisers
*Chairs of Committees
*Business Services Directors, including Finance Director and HR Director
*Business Services personnel

Person Specification - Knowledge, Skills & Experience
Experience & Knowledge
*Graduate
*Company Secretary, or part-qualified Company Secretary, or other professional willing to train as a Company Secretary, with Board support experience. Equivalent legal qualifications will be considered.
*Experience with Board portals, ideally Diligent.

Skills
*An understanding of corporate secretarial practice and excellent attention to detail
*Ability to support the monthly Partnership Board and Committee cycle
*Ability to focus on the day-to-day, but also to 'horizon scan'
*Ability to produce high quality minutes
*Ability to interact at Board level
*Ability to take initiative and ownership of matters
*Ability to build strong relationships with colleagues and external parties
*Excellent interpersonal and communication skills, written, spoken and presentational

*Ability to engage with partners and senior management with confidence and an assured approach
*Comfortable providing recommendations with confidence to senior level stakeholders, even when there is ambiguity involved
*Ability to work collaboratively and in a coordinated way with different areas of the firm
*Ability to manage and reconcile conflicting demands and stakeholders * Excellent planning, scheduling, and coordination skills

Personal Attributes
*Flexible team player with a 'can do' attitude
*Ability to work in a fast-paced environment
*Able to remain calm under pressure and work to tight deadlines
*Discreet and diplomatic, ability to handle confidential information
*Commercially and risk aware
*Professional, personable, takes the initiative and resilient
*Committed to a career as a company secretary/governance professional, with an interest in working within a partnership environment
*An interest in continuous professional development and learning