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Company Secretarial Team Assistant

Company Secretarial Team Assistant

Job Title: Company Secretarial Team Assistant
Location: London, London
Industry:
Salary: £25000.00 - £35000.00 per annum
Reference: BBBH14451
Contact Name: Rory Strong
Contact Email: rory@dmjcosec.com
Job Published: August 09, 2016 12:18

Job Description

The role will provide timely, accurate and effective administrative and secretarial support to the Company Secretarial Department.


Key Responsibilities
To support the Senior Assistant Company Secretaries and Head of Secretariat with administrative requirements
*Organising of diary as required - arranging meetings/lunches/seminars/ conference calls
*Arranging overseas/UK travel, including flights, hotels and creating comprehensive itineraries.
*Operating brought forward file for \Seniors and Head of Secretariat to ensure they are prepared for meetings and external functions.

To assist with the daily administrative requirements of the Department, and provide cover for the other Team Admin Assistant.
*Managing the Board calendar for the year for all Boards, Committees, overseas Companies and Subsidiaries.
*Managing all Board/Committee invites from CoSec calendar, ensuring catering/room bookings and conference call details are included where appropriate. Checking of CoSec inbox for meeting responses - action where required/forward any declines/queries or questions to relevant Company Secretary
*Liaising with overseas offices (PA's/Committee members) to arrange meetings and relevant requirements.
*Managing the Board/Committee members list, checking with team on regular basis if changes and update where necessary.
*Loading of Board packs for Board and Committee as required onto Diligent Boardbooks system, within agreed timetables, and filing a soft and hard copy of the pack.
*Managing the signature and storage of minutes including ensuring minutes are signed for meetings administered, scanned and electronically filed with original copy correctly filed in the relevant Minute book file in the fire-proof safe.

Shared responsibility with the other Team Admin Assistant for:
*the maintenance of the Department's filing and archiving system (paper, electronic, archiving with Box-it etc)
*Ad-hoc department tasks e.g. photocopying, copy typing, induction of new starters, office moves and IT requirements etc.
*Arranging team and department meetings/lunches
*Invoicing
*Away days and dinners for team and Boards
*Process plc NED expenses.
*Answer/resolve ad hoc queries
*Organise travel arrangements/meetings when required