Asst Company Secretary (6/9m FTC)

JOB OBJECTIVE
To directly support the Group Company Secretary in the delivery of the Group Company Secretarial function across the Group. The role will provide administrative and governance support to the Group Company Secretary across business-as-usual company secretarial activity, including Board and Committee meeting cycles, statutory filings, due diligence requests, maintenance of company records and governance documents, and the coordination of internal and external information requests. A key focus of the role will be to support the Group Company Secretary with the ongoing project to fully populate and maintain ViewPoint as a reliable, centralised source of historical and current statutory company information for all Group entities. The role is intended to provide direct support and additional capacity to the Group Company Secretary, help strengthen the function, improve consistency and accessibility of information, and reduce reliance on external agents where appropriate.

KEY RESPONSIBILITIES

Board and Committee Support
• Support the Group Company Secretary with the preparation, coordination and distribution of Board and Committee packs across Group entities.
• Support agenda preparation, meeting scheduling, chasing of papers and liaison with contributors, directors, committee members and external advisers.
• Support minute taking, action tracking and follow-up where required.
• Assist with the standardisation of Board and Committee templates, packs and governance processes.

Statutory Records, Filings and ViewPoint
• Support the Group Company Secretary with statutory filings and corporate administration across Gibraltar, the UK, Malta and the Isle of Man, including officer changes, annual returns, share transactions and other routine filings.
• Assist with the maintenance of statutory registers, minute books, physical statutory books and company records.
• Support the Group Company Secretary with the project to review Group entities and populate ViewPoint with complete, accurate and up-to-date historical and current company information.
• Maintain ViewPoint on an ongoing basis as the central source of statutory company information for the Group.

Due Diligence, Governance Documents and Information Requests
• Prepare and maintain due diligence packs for Group entities and assist with company due diligence and KYC requests.
• Coordinate quarterly refreshes of director and officer due diligence information.
• Assist with the maintenance of governance documents, including terms of reference, conflicts registers, director interest records and other governance trackers.
• Respond to business-as-usual company secretarial queries and provide company documents to internal stakeholders, external advisers and agents as required.

Share Capital and Corporate Actions
• Assist with share and capital actions, including preference share issues, redemptions, share transfers, certificates and related documentation.
• Support corporate administration in relation to incorporations, liquidations, reorganisations, and other ad hoc corporate projects.

General Team Support
• Provide administrative support during periods of annual leave or peak workload.
• Support the Group Company Secretary in delivering more structured, consistent and proactive company secretarial processes across the Group.


QUALIFICATIONS:
IDEALLY:
• Relevant company secretarial, corporate administration or governance experience.
• Professional administration, governance or company secretarial qualification, or willingness to work towards one, would be beneficial.


EXPERIENCE, KNOWLEDGE AND SKILLS:
• Practical experience in company secretarial, corporate administration, governance or a similar regulated environment.
• Good understanding of statutory records, company registers, filings and corporate documentation.
• Experience supporting Board or Committee meetings, including agenda preparation, pack coordination, minute taking and action tracking.
• Strong attention to detail, accuracy and ability to maintain complete and reliable records.
• Good written and verbal communication skills, with the ability to liaise professionally with directors, colleagues, external advisers and agents.
• Strong organisational skills and ability to manage competing priorities and deadlines.
• Confident using company secretarial systems or databases; experience with ViewPoint would be advantageous.
• Ability to work with discretion and maintain confidentiality when handling company, director and due diligence information.
• Flexible, proactive and able to operate with a reasonable degree of independence while supporting the wider team.

If you have the required skills & experience & are open to a 6 to 9 month FTC, please getin touch ASAP.

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