Company Secretarial Assistant

1 month ago

Belfast, United Kingdom Citi Full time

**Overview of Citi**

Citi is a world-leading global bank. We have approximately 200 million customer accounts and a presence in more than 160 countries and jurisdictions worldwide. We provide consumers, corporations, governments, and institutions with a broad range of financial products and services, including consumer banking and credit, corporate and investment banking, securities brokerage, transaction services, and wealth management. We enable clients to achieve their strategic financial objectives by providing them with cutting-edge ideas, best-in-class products and solutions, and unparalleled access to capital and liquidity.

Citi Belfast is one of the largest employers in Northern Ireland with a diverse and talented team of over 3000 people from over 40 different nationalities across our four Belfast offices.

We are the only global investment bank operating in Northern Ireland. Every day, our local experts interact with global teams in over 100 countries developing and supporting next-generation technology solutions for the enterprise and delivering critical services to the bank and its customers, to make sure we are a stronger and safer organization for our clients.

You will have a truly global reach, which will provide you with new experiences and development opportunities right here in Belfast’s iconic Titanic Quarter.

**Role Overview**

We are pleased to advise of a number of exciting roles available within the Company Secretarial (“CoSec”) team at Citi Belfast. These newly created roles are available as a result of the continued growth and success of the CoSec function in Belfast, which supports our wider UK and Irish CoSec teams. The Belfast CoSec team sits within the wider Citi Legal team and was established in 2019 to support the existing CoSec teams based in London and Dublin. The team supports the key regulated Citi entities in UK and Ireland and provides a full range of Board and Committee governance services.

**Responsibilities**
- Board Governance _

You will assist in the following tasks in relation to Board and Committee meetings for Citi Legal Entities
- Full end to end meeting support including:

- Drafting of agenda and liaising with contributors
- Liaison with meeting Chairs
- Commissioning of papers
- Building of meeting packs
- Management of logistics
- Attending meetings and minute taking
- Monitoring and maintaining action lists
- Post Board meeting actions, including preparation of final records of the meeting, etc.
- Maintenance of forward calendars
- Assistance with administration of the annual Board Self-Evaluation (and External Evaluation) and Board Skills Review.
- Assistance in scheduling new director induction presentations / meetings;
- Assistance in setting and maintenance of the Board Meeting Dates and Calendars
- Arranging Board Tutorials and Information Sessions
- Involvement in governance related projects working with a wide range of stakeholders
- Maintenance of Board portal software
- Company Secretarial Duties_
- Assistance in the collation of information for Regulatory Inspections, Deep dives or Investigations.
- Provision of copies of Board and Committee minutes, Board packs, papers and any other information requested by the Internal or External Auditors or Regulators
- Maintenance of other Corporate Records, incorporation & constitutional documents
- Updating CLEMS Legal entity management system with any changes as required and complete the bi-annual attestation twice a year;
- Preparation of confirmations of ownership as requested
- Company Secretarial Duties_
- Assistance in the collation of information for Regulatory Inspections, Deep dives or Investigations.
- Provision of copies of Board and Committee minutes, Board packs, papers and any other information requested by the Internal or External Auditors or Regulators
- Maintenance of other Corporate Records, incorporation & constitutional documents
- Updating CLEMS Legal entity management system with any changes as required and complete the bi-annual attestation twice a year;
- Preparation of confirmations of ownership as requested
- Legal Entity Management responsibilities_
- Management of Authorised signatory list including:

- Dealing with queries relating to signatories
- Drafting Powers of Attorney (POA)
- Managing revocations of POAs
- Annual renewal of POAs and delegations
- Support CoSec efforts to enhance processes using technology and automation
- Arranging for certification, notarising and apostille as required
- Statutory filings for a range of regulated and non-regulated legal entities
- Involvement in closure/liquidation of legal entities
- KYC Requests: Assistance with providing constitutional documents, directors information etc.
- Reports to legal entity management for a
- Maintenance of legal entity structure charts for the region

**Key personal attributes**
- Works well as part of a multi-jurisdictional team and ability to travel if required
- Good minute taking and note tak

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