Company Secretarial Assistant

Company Secretarial Assistant

Job Title: Company Secretarial Assistant
Contract Type: Permanent
Location: London, London
Salary: £30000 - £40000.00 per annum + BENEFITS
Start Date: ASAP
Reference: BBBH14740
Contact Name: Leena Myers
Contact Email:
Job Published: October 03, 2016 14:30

Job Description

Investment Manager seeks a Company Secretarial Assistant as a matter of priority. This is a newly created role which reports directly in to the Company Secretary.

To provide proactive support and assistance to the Company Secretary in the areas of responsibility outlined below which includes managing the plc Board and committee meeting administration.

Key accountabilities

Board Support
-Scheduling, organizing and servicing meetings of the boards and Committees;
-Collating and distributing board and committee papers via Diligent Board books;
-Taking responsibility for quality control and timely delivery of board papers for Board meetings;
-Responsible for ensuring uniformed board documentation packs and providing guidance to stakeholders;
-Liaising with the NEDs to arrange attendance at various internal and external events;
-Maintaining directors' conflicts of interest register;
-Maintaining directors share interest register;
-Responsibility for maintaining and updating the minute books of all companies.

Company Secretarial
-Act as secretary to a number of boards committees as directed by the Company Secretary
-Ability to draft board minutes, resolutions, terms of reference and follow up actions
-Manage the annual general meeting process working closely with the registrars and preparation of the meeting
-Oversee statutory administration including maintenance of statutory registers and statutory filings
-Prepare and file routine RNS filings
-Provide support on Annual Reporting and year end process
Share Plans
-Work with HR and third party vendor on annual invitation and maturity of SAYE across the business.
-Manage share issuance for SIP awards
-Prepare monthly and quarterly share reconciliation reports for announcements and finance
-Prepare annual tax returns for share schemes

-Draft procedural notes and manual for company secretarial tasks on a ongoing basis
-Support Company Secretary on corporate projects

Signed by employee: ____________________________________


Person specification

Experience:-Working for a PLC
-Currently working as an Assistant Company Secretary for a PLC organisation or within an Executive Assistant role with experience supporting a client group
-Experience preparing meeting packs and taking minutes
-Companies house filing
-Administering Share Plans
Qualifications:-ICSA qualified or working towards
Key competencies:

-Excellent attention to detail and organisational skills
-Excellent communication skills
-Ability to multi-task and work to tight deadlines, staying calm under pressure
-Ability to work autonomously
-Strong interpersonal skills, with experience of dealing with senior internal and external contacts.