Assistant Company Secretary

5 months ago

London, United Kingdom Chubb Full time

Chubb is a world leader in insurance. With operations in 54 countries and territories, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance and life insurance to a diverse group of clients.

As an underwriting company, we assess, assume and manage risk with insight and discipline. We service and pay our claims fairly and promptly. The company is also defined by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength and local operations globally.

Parent company Chubb Limited is listed on the New York Stock Exchange (NYSE: CB) and is a component of the S&P 500 index. Chubb maintains executive offices in Zurich, New York, London, Paris and other locations, and employs approximately 40,000 people worldwide.

**Role Purpose**:
To provide Company Secretarial and formal meeting support to the Chubb EMEA region of the Chubb Group.

**Key Responsibilities**:
**Company Secretarial**
- Ensuring the timely completion and filing of all statutory documentation including the review of

draft financial statements and processing confirmation statements in the UK;
- Contribute to the maintenance of Diligent Entities and other statutory records;
- Conduct electronic and some hard copy filing of UK statutory company documents and liaise

with Companies House in England and Scotland;
- Liaise with the formalist in France to make statutory filings for the French registered regulated

entities;
- Assist with filing of documentation in other jurisdictions for updates to branch records,

registrations and licence renewals;
- Prepare and process routine and non-routine Board and Committee minutes;
- Prepare legal and quasi-legal documentation such as proxy forms, powers/delegations of

attorney, tender documentation etc;
- Liaise with the notaries to arrange for documentation to be legalised;
- Collate and provide corporate information at the request of the business and the shareholder;
- Maintain hard and soft copy departmental files;
- Maintain internal departmental system records, e.g. powers/delegations of attorney, filings at

Companies House, etc;
- Maintain company organisational charts and close links reporting;
- Liaise with external providers of services, legal firms, auditors etc;
- Process Know Your Customer and due diligence requests;
- Assist with ad hoc projects e.g. review of governance documentation;
- All the above in conjunction with the other Secretariat team members.

**Corporate Governance**
- To assist the Company Secretary and Deputy Secretary in ensuring the highest levels of corporate

governance practices are consistently met, both in the UK and overseas jurisdictions;

standards and protocols for the region;
- Monitoring any changes to relevant legislation, regulation and good practice, communicating

such changes with the Secretariat team and recommending appropriate action.
**Formal Meeting administration**
- Collate and distribute (usually via Diligent) soft copy packs for board, committee and other

meetings;
- Arrange logistics for allocated formal meetings;
- Attend and minute some formal meetings and brief the Chairman on meeting content prior to

the meeting;
- Produce minutes, agree their content with Chairman and relevant specialists and circulate them;
- Create and follow up meeting action lists.
- Drafting of Secretariat papers for meetings e.g. Routine Board Committee reports

**Overseas liaison**
- Liaise with contacts providing company secretarial services overseas;
- Ensure corporate records of relevant overseas entities are complete, shared and reviewed on a

regular basis.
**Reports/ information distribution**
- Monitor and collate information for regular reports;
- Populate and contribute to maintenance of relevant repository and intranet sites through

addition of secretariat information.
**Invoice / purchase order management**
- Review back up data for supplier invoices and enter some invoices onto purchase order system.

**Diary**
- Manage shared departmental calendar entries with respect to some formal board and

committee meetings. (Role holder will have diary access to the Corporate Secretariat mailbox

and other members of the team in order to respond to queries).
**General Administration**
- Role holder will carry out own typing, filing and other administrative duties.

**Support / back up**
- Provide support to other members of Secretariat team when required during periods of absence

and when peer workload pressures dictate.

**Qualifications**:

- 4-5 years relevant experience

**Experience**:

- Company secretarial practice experience essential
- Financial Services / Insurance experience desirable
- Experience within a professional environment essential
- Sufficient experience of systems to demonstrate a high level of facility with Diligent Board,
Diligent Entities, Microsoft Office systems and to pick up other ad hoc processes
- Experien

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