CoSec Admin

CoSec Admin

Job Title: CoSec Admin
Contract Type: Permanent
Location: London
Salary: £25000 - £30000.00 per annum + benefits
Start Date: asap
Reference: BBBH15573_1490612988
Contact Name: Leena Myers
Contact Email:
Job Published: March 27, 2017 12:09

Job Description

This is a busy role which will be varied and challenging and would suit someone seeking to expand their skill set.
Main Duties and Responsibilities
 Work with the Company Secretarial Assistant, the Chairs of the Investment Committee and the Debt Investment Committee and the Chief Investment Officer to co-ordinate the efficient operation of these Committees, including: o Production of agendas and collation of the Committees' papers. o Management of submitted materials and pre- and post-meeting correspondence that assists in ensuring that action points arising from meetings are followed up on and due procedures are followed. o Maintenance of the Committees' records so that key oversight and management metrics are readily available which meet operational and audit requirements. o Maintenance of the Investment Committee intranet site.
 Work with the UK Company Secretary to support the provision of company secretarial administration to the subsidiary companies in the Group, including: o Board and Committee administration services, including Board meeting calendar management and arranging requirements for meetings. o Drafting agendas and requesting/collating Board papers. o Managing timetables for and completing regular tasks, including annual confirmation statements, filing annual reports with Companies House and other regulatory filings to ensure they are filed within deadlines.

o Liaising with Board members and arranging for signature of documents. o Maintaining corporate electronic records and registers on Blueprint (Company Secretarial database). o Ensuring statutory records/minute books/files are kept up to date and orderly. Liaising with external parties in relation to the maintenance of Fund entity statutory documents as appropriate. o Producing documentation relating to Directors' appointments and resignations and maintaining the Directors' Handbook and Company Secretary's Handbook. o Maintenance of authorised signatory list and corporate expenditure matrix. o Dealing with requests for information from the statutory auditors
 Supporting the Legal Counsel and wider Legal Team including: o Diary and travel management and booking meeting rooms and video conferences. o Management of expenses and invoices and the correct reallocation of filing fees to the appropriate corporate entity. o Typing, formatting and assisting with the preparation of reports and letters. o Maintenance of department/team records, e.g. holiday and sickness records and liaising with HR as required. o Managing the Legal Document Depositary and dealing with original documents, filing and archiving. o Maintenance of the Legal Team intranet site and Legal Dashboard. o Arranging team meetings. o Assist in establishing team procedures and keeping these up to date. o Maintaining Group structure charts. o Work on ad hoc projects.  Working closely with other assistants within the business, ensuring appropriate cover where necessary and support when necessary at off sites and seminars.
Technical Skills & Qualifications Required
 Proficient in the use of Outlook, PowerPoint, Microsoft Word and Excel.

Competencies Required

 Experience within Financial Services.  Numerate and literate with experience of working within a global institution and dealing with senior management/Board members.  Experience within a company secretarial or legal team is not essential but could be helpful.

Person Specification
 Must have discretion and manage confidential matters discretely and with diplomacy.  Must be highly organised, with the ability to remain calm under pressure and prioritise work and manage time effectively. Must be able to meet tight deadlines and be adaptable and flexible.  Excellent communication skills and close attention to detail with an ability to work proactively and resolve issues independently where possible.

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