Company Secretarial Administrator London 12 Months Initially – Extension Available £17.94p/h PAYE 4 Days per week
Role Brief:
The primary purpose of this role is to arrange and log the legal execution of documentation for the Group's UK incorporated or registered subsidiary companies (approximately 80) in accordance with document execution process – known as "DocEx".
The Company Secretarial Administrator will also assist with the management of Corporate Secretariat's relationships with subsidiary companies around the world, with a view to ensuring that appropriate corporate approvals are sought in advance of relevant local matters and transactions.
Key responsibilities:
Jointly with other members of the Corporate Secretariat DocEx team:
1. Operate the document execution process via the "Docutrack" online tool, including logging of information; preparation of documentation for approval and execution (hardcopies and electronically); preparation of board approval minutes where required; updating the relevant tracking and control systems; and liaising with internal and external parties to ensure compliance with recommended guideline pertaining to the document execution process.
2. Liaising with public Notary to arrange the notarization and legalization of documentation, where required.
3. Maintain a register of Powers of Attorney executed by UK subsidiary companies.
4. Ensure all signed minutes, Powers of Attorney and other relevant documents are correctly saved and filed.
5. Support the scheduling of signing meetings and the filing of documents in connection with the annual statutory accounts of subsidiary companies.
6. Assist with other ad hoc projects.
New starter min qualifications/skills required:
Ideally, we are looking for an undergraduate and/or student member of the Chartered Governance Institute who is in the early stages of completing the Chartered Governance Institute Qualifying Programme, and who is seeking to gain experience in a busy FTSE10 Corporate Secretariat team whilst undertaking their studies. It is expected that the postholder will work 4 days a week (3 of which will be based in HQ) with 1 day committed to their studies (important note: additional financial support for study will not be provided).
- A student member of the Chartered Governance Institute, at the beginning of their studies (highly desirable)
- Administrative experience within a (preferably large multinational) company (desirable)
- A keen interest in business/company law (desirable)
- Experience of processing and managing documents (desirable)
- Good organisational and administrative skills
- Computer literate
- Ability to learn quickly and to recall and properly apply training given
- Ability to communicate at all levels
- Team player