Assistant Company Secretary

Assistant Company Secretary
Edinburgh
12 Month contract (possible extension)
£37,050 Per annum
My high-profile banking client is currently recruiting for an Assistant Company Secretary on a 12-month contract, to be based in Edinburgh on a flexible hybrid working arrangement (3 days in office).
As Company Secretary Assistant, you will be part of a small company secretarial team sharing responsibility in ensuring that the Executive Committee of the company and a portfolio of companies including Nominee entities and relevant committees comply with UKstatutory/governance requirements.
The Company Secretary Assistant will also play a key role in continuing to raise and develop the profile of the Office of the Corporate Secretary within the company

**Responsibilities**:

- Ensuring that all of the entities in the Company Secretary Assistant's portfolio are compliant with applicable laws and remain in good standing at all times - including maintaining and updating the statutory records, taking ownership for ensuring the filingof annual returns, financial statements and statutory returns.
- Maintenance of statutory registers, e.g., register of directors, members etc.
- Drafting agendas, papers outlining any governance items for approval, Chair's briefing notes and minutes
- Drafting accounts for dormant legal entities
- Assisting other members of the Office of the Corporate Secretary in reviewing, negotiating and approving for execution documentation, such as Powers of Attorney and Letters of Representation, originating from clients and their legal advisors.
- Maintaining and updating bank mandates and authorised signatory lists as required.
- Collaborating with members of the Office of the Corporate Secretary to ensure that information is shared in a timely and comprehensive manner and ensuring that the highest standards of corporate governance are always maintained.
- Attending to ad hoc enquires.
- Scheduling Board and Board Committee meetings.
- Collating and Circulating Board and Board Committee papers.
- Scheduling training for Boards and Committees
- Developing and maintaining relationships with functional leads and shared services across EMEA, e.g. Compliance, Finance, Internal Audit and Risk.
- Miscellaneous company secretarial tasks as required from time to time e.g. company formations, branch registrations, company changes of names, change of directors.
- Arranging for documents to be signed via ClientExchange initiated as request from company secretary team member.
- Admin support for Diligent.
Required Skills and Experience
- Excellent communicator at all levels
- Solid minute writing experience ideally gained in a financial services regulated environment.
- Fully conversant with Word for Windows, Excel and PowerPoint.
- Previous experience of ClientExchange, GEMS corporate database, Diligent or other company secretarial package
- Ability to work under pressure and to tight deadlines and balance competing and conflicting priorities
- Proven experience working with highly sensitive and confidential information
- Experience of submitting filings to Companies House
- Confident, assertive and collaborative attitude
- Conscientious and willingness to work as part of a team and help out on all matters
- Well-developed interpersonal skills, with the ability to engage with various professionals and teams across the region
- Quality and accuracy of work, comfortable managing a complex and varied portfolio of clients and entities
- Highly motivated self-starter with gravitas to maintain credibility with different stakeholders
Pontoon is an employment consultancy and operates as an equal opportunities employer.