Company Secretarial Assistant

6 days ago

London, Greater London, United Kingdom TIAA Full time
Job Summary

The Company Secretarial Assistant will provide administrative and technical support to the UK Company Secretarial team at TIAA. This role is responsible for ensuring the smooth operation of the team's administrative functions, including board and committee administration, document management, and compliance with regulatory requirements.

Key Responsibilities
  • Board and Committee Administration
    • Coordinate meetings, draft agendas, and maintain meeting records and schedules.
    • Liaise with multi-jurisdictional teams in Europe and APAC to ensure seamless communication and collaboration.
    • Update action logs and collate and disseminate board and committee papers using Digital Board Books software.
  • Document Management
    • Draft routine board resolutions and arrange approval and execution under the supervision of the Senior Company Secretary.
    • Maintain conflict of interest logs and electronic corporate records.
    • Assist with legal entity reporting requirements and ensure timely submission of annual confirmation statements, annual reports, and accounts.
  • Compliance and Risk Management
    • Arrange document notarization and apostilles with external agencies and collate and provide KYC documents as required.
    • Maintain company secretarial information, guidance notes, structure charts, and other documentation and templates on the Company Secretarial Portal.
    • Monitor and manage the Company Secretarial Inbox and coordinate projects as directed by the Company Secretarial team.
  • Support to the Legal Team
    • Provide administrative support to the legal team on an as-needed basis.
  • Qualifications and Experience
    • Either a CGI part-qualified or law graduate.
    • Prior experience as a company secretarial assistant or similar within the financial services sector is preferred.
    • Knowledge of the fund management industry is beneficial but not required.
    • A commitment to ongoing personal development, training, and assuming greater responsibility over time.
    • A positive, proactive approach and strong team ethic.
    • Accuracy and attention to detail.
    • Strong written communication skills.
    • Good organizational skills.
    • Discretion when handling confidential information.

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