Company Secretarial Assistant

3 weeks ago

Potters Bar, United Kingdom Canada Life Limited Full time
Canada Life UK looks after the retirement, investment and protection needs of individuals, families and companies. We help to build better futures for our customers, our intermediaries and our employees by operating as a modern, agile and welcoming organisation.

Part of our parent company Great-West Lifeco, Canada Life UK has operated in the United Kingdom since 1903. We have hundreds of respected and supported employees committed to doing the right thing for our customers and colleagues.

Canada Life UK is transforming to create a more customer-focused business by providing our customers with expertise on financial and tax planning, offering home finance and annuities propositions, and providing collective fund solutions to third party customers.
Job Purpose
To support the Company Secretarial team by providing administrative support for general company secretarial tasks and meeting administration activities.

Key Accountabilities
  • The role holder has no authority or discretion to take decisions but may be able to contribute to the decision process as it impacts their area of responsibility.
  • Work will be checked on a task-by-task basis / daily check in basis.
  • There are recurrent quarterly tasks associated with the end-to-end meeting process, as well as ongoing general administrative duties which the role holder will be required to complete over the course of the year, such as the processing of invoices and submission of Companies House filings.
  • The role holder will be required to perform general administrative tasks which are not deemed complex. The complexity of the role holder's responsibilities will develop over time as they increase their technical and business knowledge.
  • The role holder will be expected to support the Company Secretarial team and develop a good working relationship with Executive Assistants.
  • The role holder will not be required to advice the business.
Desired Knowledge / Experience / Skills
  • An adaptive learner with a curious mindset.
  • Organised and diligent.
  • Good written and verbal communication skills.
  • Good organisational skills with flexibility to adapt to changing priorities.
  • Good collaborator
  • Some experience in a general administrative role
  • Working knowledge of Word, Excel, Adobe, Microsoft Teams and Outlook
  • Knowledge of Diligent and GEMs (or similar board governance or entity management system) would be desirable
  • Interest in gaining the Chartered Governance Institute professional qualification.
  • Apprentice / Graduate level
Job Specific Accountabilities
  • To carry out company secretarial administrative duties, as directed by the Deputy Company Secretary and / or [Senior Assistant Company], to support the efficient and smooth running of the Secretariat.
  • To support the meeting preparation process by assisting with the preparation of draft agenda and minutes templates, draft Matters Arising Schedules, uploading of board reports to Diligent, and preparation of draft emails to support the issuing of meeting packs.
  • To assist with the canvassing of director availability as may be required to schedule Board and Board Committee meetings.
  • To prepare working templates, set up process trackers and maintain the folder structure for the team's shared drives.
  • To assist with the drafting of compliance filings for all CLUK entities as may be directed by the Deputy Company Secretary and / or [Senior Assistant Company Secretary].
  • To assist with maintaining the information on the Company Secretarial team's SharePoint site and entity management system - GEMs
  • To assist with the monitoring of the shared mailbox and ensuring that all queries are assigned to an appropriate member of the Company Secretarial team
Benefits of working at Canada Life

We believe in recognising and rewarding our people, so we offer a competitive salary and benefits package that's regularly reviewed. As a Canada Life UK colleague, you'll receive a competitive salary and comprehensive reward package including a generous pension and bonus scheme, along with, income protection, private medical insurance and life assurance. We have a fantastic number of other benefits and support services as well as regular personal and professional development.

How we work at Canada Life

Our culture is unique and incredibly important to us. We care about doing the right thing for our people, customers and community and helping others to build better futures. Our blueprint behaviours shape and influence how we work, and are central to the relationships we have with others. Every day we are encouraged to be more curious, own the outcome, face into things together and find a way forward.

We want colleagues to have rewarding careers with us so we invest in the development of our people, technology and workplaces. That's why we offer a range of training, flexible working and opportunities to grow and develop.

Diversity and inclusion

Building an inclusive workplace with a diverse workforce where everyone can feel they belong and achieve their potential regardless of gender, ethnicity or any other characteristic is a key commitment for us. We are proud of the progress we're making in DEI, and we continue for it to be a significant focus.

"At Canada Life we believe in the power of great people from different backgrounds, experiences and perspectives coming together to build better futures. Emerging talent is crucial to our growth and creating an environment that continues to inspire us all." Nick Harding, Chief People Officer, Canada Life UK

We appreciate that everyone has different work and life responsibilities. We're happy to discuss flexible working arrangements, including part time, for any of our roles should this be a requirement for.

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