Company Secretarial Assistant

**Job reference number** **305497**

Company Secretarial Assistant - London - Hybrid Working
Competitive salary
Annual bonus potential
Generous annual leave offering of 25 days, plus bank holidays, increasing with years of service
Company pension scheme with highly competitive contribution rates
Full time
Permanent
Royal Mail Farringdon, EC1A 1AA

International Distributions Services plc is looking to add a Company Secretarial Assistant to The Company Secretariat Team. This is a unique opportunity to support the transformation of the International Distributions Services plc Group, including Royal Mail and GLS. The team’s responsibilities include supporting the International Distributions Services plc Board and its committees and ensuring compliance with relevant corporate governance requirements.

As a Company Secretarial Assistant you will play key role in supporting the Company Secretariat department, ensuring effective relationships are built and maintained, supporting on the annual report process and AGM and the preparation of papers for some plc Board committee meetings.

**About the role**

In this role you will supporting:

- The Assistant Company Secretaries with the production of the Annual Report and Accounts from a Company Secretarial perspective.
- The team with compliance with regulations and guidance when drafting the relevant sections of the Annual Report and Accounts.
- The Deputy Company Secretary with maintenance of the budget.
- The Deputy Company Secretary or Assistant Company Secretaries with the preparation and co-ordination of meeting papers for the plc Board and its committees.
- The Assistant Company Secretaries with the Annual General Meeting and ensuring that it is on budget.
- The Deputy Company Secretary with the Committee evaluation process.
- The Deputy Company Secretary with monitoring the voting and responding to the proxy voting agencies

You will also assist with the:

- Drafting the Notice of Meeting, proxy card and Chairman’s script and all other associated documents.
- Mailing for the AGM (including the Annual Report and Accounts).
- Annual General Meeting including preparation leading up to the meeting and on the day of the meeting working with the team to ensure a smooth process.
- Relationship with our Board paper portal provider.
- Relationship with our share registrar.
- UKLA compliance, including preparation and submission of Stock Exchange Announcements.
- Provision of secretarial services to all UK companies within the group and non-UK companies.
- Oversight of the company secretarial inbox and correspondence
- Provision of company secretarial advice to the Head Office functions (including legal, reward, tax, treasury and finance).

**About you**

As this role supports many stakeholders you need to be able to demonstrate the ability to offer advice on a range of complex issues utilising your in-depth technical knowledge skills.

**Ideally you will also**:

- Be CGI/ICSA qualified or studying towards qualification, with experience of working in a plc Secretariat team preferred but not essential.
- Be educated to degree level or equivalent.
- Be able to demonstrate high level organising skills with a diligent approach to detail.
- Have excellent written and verbal communication skills
- Be able to build effective working relationships and influence relevant stakeholders

As a person you are flexible, have a positive attitude, can show initiative and a willingness to get involved.

**Extra Benefits**
- Generous **holiday **entitlement of 25 days (plus bank holidays), increasing with years completed service
- Company **pension** scheme with competitive contribution rates
- ** RMG Share Schemes** - partnership and matching share offer
- ** Family friendly support**:

- enhanced maternity pay, paternity leave, adoption leave and shared parental leave
- **Discounts and offers**:

- there are more than 800 offers to help you save on things like groceries, days out, holidays and your household bills*.
- Supportive and generous company **sick pay**:

- Access to our **Feeling First Class** service, providing both mental and physical wellbeing support
- **Lifestyle benefits** - You can purchase a car, bike, home technology or mobile phone, or choose from a range of health benefits and insurance products. You make regular payments from your salary, and so could save on tax*.
- **Financial support**:

- information and services to help you manage debt and grow your financial knowledge, with debt consolidation & savings plans*
- **Your peace of mind with** - Healthcare CashPlan, Dental Cover, Additional Life (life insurance) & Additional Life Partner, Hospital & Death Benefit Plans; Voluntary Critical illness & Voluntary Critical illness Partner
- **Free & discounted RMG products** - free keep safe & redirection, partner discounts
- **Free stamps** at Christmas
- Available only to perm employees

**Your career in safe hands**

At Royal Mail we value our people and we want