Company Secretarial Assistant

5 months ago

Manchester, United Kingdom AJ Bell Full time

**Job Description**:
Due to continued company growth, we are now recruiting a Company Secretarial Assistant to support the Company Secretary in providing high quality advice and specialist support across a broad range of company secretarial tasks and activities, in particular in relation to the smooth running, administration and effectiveness of AJ Bell plc’s Board and Executive Committee and their respective sub-committees.

As the role involves exposure to highly confidential and sensitive information, a high degree of discretion is required, as confidentiality is imperative.

**What does the job involve?**

Supporting the day-to-day administration of the Company Secretarial function including:

- Preparing agendas for the AJ Bell Committees and supporting the preparation of electronic meeting packs and management information
- Preparing annual agendas for the AJ Bell Committees in collaboration with the relevant chairs and the Company Secretary
- Attending AJ Bell Committee meetings
- Drafting detailed minutes of AJ Bell Committee meetings, capturing points discussed and including resolutions and actions arising
- Monitoring and reporting on the completion of actions arising from AJ Bell Committee meetings, including annual effectiveness review actions
- Arranging AJ Bell Committee meeting dates at least two years ahead, in collaboration with the Company Secretary and other relevant internal stakeholders

Providing support for:

- The Company Secretary on various matters, including corporate projects, one-off research into key questions/requirements, the induction of new Board and Executive Committee members and provision of Board and Executive Committee training.
- The HR team in relation to the administration of the AJ Bell group’s share option and incentive schemes.
- The Compliance and HR teams as required to ensure the AJ Bell group meets its responsibilities under the Senior Managers and Certification Regime
- Liaising with internal and external stakeholders, including the Sponsor and Registrar, as required
- Supporting the maintenance of statutory registers and records for all AJ Bell plc group entities, and the preparation and filing of all Companies House forms, including change in officers, change in share capital, filing of all the Annual Accounts and the Confirmation Statements for all UK companies.
- The provision of advice to AJ Bell Committees on their governance, legal and regulatory obligations to ensure compliance with all relevant requirements.
- Compliance with MAR and listing rules, including the maintenance of AJ Bell plc’s share dealing code and insider lists, and the drafting and issue of standard Stock Exchange announcements, e.g., directors’ dealings, block listing, directorate changes.
- The drafting of the Annual Report and Accounts, other shareholder circulars and accompanying documentation, including the drafting of the Corporate Governance Report in liaison with the Financial Reporting team and others.
- The production of the Notice of Annual General Meeting (AGM) and all associated documentation, and assisting with the organisation of the AGM itself
- The management of the Registrar
- The maintenance of internal corporate governance policies (e.g., Board sub-committee terms of reference,) and the governance section of the Company’s website.
- Supporting and enabling the business to achieve its regulatory requirements, including consumer duty

In relation to the Boardvantage board portal software for dissemination of Board and Committee materials:

- Arranging for Board, Executive Committee and sub-committee meeting packs to be uploaded to Boardvantage for distribution, as required.
- Acting as chief point of contact for queries regarding the Boardvantage board portal software.
- Ensuring Boardvantage licence costs and billing are correct and within contract and budget parameters, if required.
- Maintaining Boardvantage internal processes and trouble-shooting software issues in conjunction with the TS service desk and Executive Assistants.
- Coordinating and assisting with set up and installation of Boardvantage for Board, Executive Committee and sub-committee members and others, as required, liaising with TS service desk and Executive Assistants where required.

**What we're looking for**:

- ICSA/CGI Qualified or part qualified.
- Experience in a company secretarial or governance professional related role (e.g., 2 years +)
- Financial services and a listed company environment experience advantageous
- Company secretarial administration, including Board processes and routines.
- Strong, detailed minute taking skills and preparing agendas.
- Familiar with Boardvantage or similar electronic Board portals.
- Good working knowledge of company law and corporate governance related issues
- Excellent communication skills with experience of communicating with a range of internal and external stakeholders.
- Ability to work under tight deadlines, self-starter.
- Integrity

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