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Company Secretarial Assistant
3 months ago
To provide assistance to the Assistant Company Secretary and the Company Secretarial team as a whole in the delivery of high quality, professional company secretarial and corporate governance services to the business and to ensure a smooth operation of the Group and client's board and committee meetings.
Be a team player and work closely with the Company Secretarial Assistant/Administrator, providing cover in their absence.General Tasks:
All Staff - to comply with the applicable Information Security Management System (ISMS) policies,nincluding Clear Desk and Screen Policy, attend annual IT security training, Information SystemsnUsage policy.nEnsure timesheets are accurately and diligently completed within the required timeframe.
Key Tasks:
nWorking with the Company Secretarial team to schedule meetings, manage the CoSec calendar, and issue reminders for meeting papers to be submitted to the team.nBook meeting rooms, order refreshments, organise attendance arrangements, and acting as the point of contact for related director/ member/ attendee queries (including IT access).nAssist with the initial preparation of template agendas and other template documents involved in Board & Committee meeting support and maintain meeting attendance records.nAssist with requesting and following up meeting papers and creating meeting packs.nFiling contracts and signed minutes in accordance with Asta's procedures.nAssist with updating the library of appropriate policies and procedures to achieve compliance with relevant regulatory and legal requirements and monitor adherence to the procedures.nProvide administrative support to the team, as may be required from time to time.nProvide cover for any team member in their absence if requested (which may include attending and minuting meetings) and provide assistance to other members of the team during busy periodsnMonitor enquiries and requests for support on any company secretarial or governance matters addressed to the CoSec team, forwarding these to CoSec Team members or responding where appropriate.n(i) File and locate contracts for all Asta CoSec entities or any other documents on the document retention system on the shared drive; iii) maintain the contracts register; iv) act as liaison between Syndicate clients and internal legal team in responding to NDA queries.nPrepare documents for filing at Companies House using Diligent Blueprint.nUndertake any project work as requested by the Assistant Company Secretary.nAssist the Assistant Company Secretary in maintaining good corporate governance for the Group including maintaining meeting attendance records, and reviewing/updating terms of reference and policies and procedures for Group companies as requested.
Key Skills:
nGood interpersonal skills - friendly and approachable with the ability to deal with colleagues and clients at all levels in a professional and diplomatic mannernDemonstrable commitment to development of professional Company Secretarial careernSelf-starter - able to display initiative and work with a degree of autonomynStrong organisational and writing skills and attention to detailnIntegrity and discretionnFlexible and team playernAnalytical – the confidence to question where appropriate in order to reach the core issue
Key Technical Skills:
nStrong working knowledge of all Microsoft Office packages, particularly Word
