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Assistant Company Secretary

Job description


Assistant Company Secretary
Salary: £47,000 coupled with an excellent benefits package
Hours: Monday to Friday 9 am-5 pm
Location: Sevenoaks (Hybrid working)

The Company
The company are a diverse, innovative and entrepreneurial group of companies mainly specialising in Motor Insurance Services.

Role Purpose:
You will assist and support the Group and Deputy Company Secretary and the Boards with the administration and record keeping of the Group Companies.

Responsibilities:
Assisting in the day-to-day administration of the Company Secretary function including:

  • Filing of documents at Companies House using paper and online filing, both through Companies House Webfiling systems and Diligent Entities (previously Blueprint)
  • Preparation of statutory minutes and registers
  • Minute taking for various Boards and Committees as required
  • Liaising with Company Secretary providers in other jurisdictions for non UK based entities, in order to process corporate changes
  • Assisting with the administration of the group's insurance programmes
  • Maintenance of all company registers, records and legal documents
  • Checking the statutory procedures required for events arising and drafting all paperwork
  • Horizon Scanning - Monitor changes in company law and the regulatory environment
  • Arrange stock transfer agreements, share allotments, payment of dividends
  • Assist with merger and acquisition of companies - including due diligence and providing buyer and seller documents
  • Acquisition, upkeep and administration of the Group's trademark portfolio including liaising with external trademark lawyers
  • Dealing with Due Diligence and KYC requirements of third parties
  • Assisting Finance with bank mandates for new accounts and changes
  • Maintaining Company Secretarial Diary with key corporate legal dates
  • Manage and maintain the Company Secretary Function's mailbox
  • Adhere to Company processes with regard to FCA compliance and Treating Customers Fairly
  • To undertake other reasonable responsibilities and projects as instructed by the Deputy Company Secretary and to assist the Deputy Company Secretary as otherwise directed


General Legal Support:

  • Liaising with internal legal team and panel law firms in relation to various work streams as required
  • General policy and procedure management, including assisting with compliance of GDPR, Anti-Bribery and Corruption, Conflicts of Interest and Whistleblowing
  • Assisting with powers of attorney, signing authorities and notarisation of documents
  • To undertake other reasonable responsibilities and projects as instructed by the Deputy Company Secretary and to assist the Deputy Company Secretary as otherwise directed


Key Skills & Knowledge:
Essential:

  • Previous Company Secretarial experience to include company administration, board/committee support and experience of minuting complex meetings
  • ICSA Qualified or part qualified or equivalent Legal qualification
  • Knowledge and experience of Diligent Entities (formerly Blueprint) and Diligent Boards (or other software)
  • Excellent communication skills with experience of communicating with a range of internal and external stakeholders
  • Excellent attention to detail and organisational skills
  • Organised and efficient
  • Ability to multi-task and work to tight deadlines
  • Ability to work autonomously as well as excellent team-working skills
  • Ability and confidence to take ownership of matters from inception to completion
  • Proactive and positive attitude, with a flexible style that allows for the input of others
  • Trustworthy and ability to maintain confidentiality
  • Excellent verbal and interpersonal communication skills
  • Ability to foster good relationships at all levels both across the business and externally
  • Willing to learn new areas and take on new duties
  • Strong IT skills; thorough working knowledge of Microsoft Word, Excel, Internet Explorer, Outlook and Visio


Desirable Skills:

  • Company Secretarial experience supporting a large Group of Companies
  • Some knowledge of areas of financial services compliance such as FCA and AML
  • Experience working in the Insurance industry

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