Company Secretariat Assistant

3 months ago

London, United Kingdom M&G plc Full time

At M&G our purpose is to help people manage and grow their savings and investments, responsibly. As a business, we are continuing to take steps towards a sustainable future, delivering better long-term solutions for our customers and clients and identifying new opportunities to make a positive impact for our environment and communities. To help us achieve our vision we’re looking for exceptional people who live our values of care and integrity and who can inspire others; embrace change; deliver results and keep it simple.

We will consider flexible working arrangements for any of our roles and also offer work place accommodations to ensure you have what you need to effectively deliver in your role.

**Job Description**:
Role Summary:

- This is an all-rounder role for a Company Secretarial Assistant with experience in providing administrative support to multiple Boards and Committees and carrying out a range of company secretarial and corporate governance tasks. This role reports to the Deputy Company _
- Secretary-Subsidiaries_
- Function._

Key Work Level Accountabilities:
Experienced Colleague:

- Accountable for delivering a quality service and support to various boards and committees
- Achieve clear outputs within guidelines and precedent
- Runs the organisation's processes and systems following pre-defined procedures
- Adapts to change, responds with initiative and make suggestions for improvements to own work and processes
- Comfortable dealing with key stakeholders with appropriate support from the Assistant Secretary
- Good attention to detail

Key Responsibilities for this role will include but are not limited to:

- Assisting the Deputy Company Secretary in running all aspects of board support management for the material subsidiary Board, to include minute taking, agenda planning, meeting organisation, Board evaluation, terms of reference review, preparation of skeleton agendas and minutes, managing Corporate Calendars and following-up on Matters Arising from meetings, etc.
- Assisting other members of the team in providing administrative support to their subsidiary boards and committees as required.
- Diligent Boards: Update and maintain the list of users and access for the Boards falling under the remit of the role and provide assistance and training to users (re-setting passwords/trouble-shooting etc)
- Maintaining statutory registers including filing confirmation statements, subsidiary accounts, director appointments and resignations (ensuring appropriate internal approvals have also been obtained) for all entities falling under remit of role.
- Ensuring Diligent Entities (entities management system) is up to date and manage quarterly attestation process liaising with CoSec functions across the business as appropriate. Support CoSec lead in ad hoc Diligent project work
- Creating and updating Authorised Signatory lists
- Preparing ad hoc draft minutes, extracts and resolutions
- Responding to Group Secretariat Inbox queries including dealing with KYC requests, audit enquiries, certification, arranging document execution, notarisations and apostilling and liaising with relevant internal and external parties.
- Scanning and filing Board and Committee minutes and keeping statutory and minute books up to date
- Creating and maintaining Delegated Authorities and Powers of Attorney logs
- Providing any other assistance as required from time to time to ensure departmental objectives are achieved.

Key Knowledge, Skills & Experience:

- Previous company secretarial experience or studying for the ICSA qualification.
- Experience working in financial services desirable.
- Highly organised with multi-tasking skills and an ability to work with change
- IT Skills
- Competent with Word, Excel, PowerPoint and Microsoft Teams.
- Previous working knowledge of Diligent Boards and Diligent Entities including Visio desirable.
- Proactive approach, with willingness and adaptability to pick up and run with new challenges. We are a transforming organisation.
- We need team players who are willing to contribute to knowhow (process notes and records), collaborate with the business and be change-makers as we develop into a gold-standard company secretariat function

Recruiter: Helen Simons

Work Level: Experienced Colleague

We have a diverse workforce and an inclusive culture at M&G plc, underpinned by our policies and our employee-led networks who provide networking opportunities, advice and support for the diverse communities our colleagues represent. Regardless of gender, ethnicity, age, sexual orientation, nationality or disability we are looking to attract, promote and retain exceptional people. We also welcome those who take part in military service and those returning from career breaks.

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