Company Secretarial Administrative Assistant
This vacancy is published by an accredited employer with authorized corporate payroll and standard compliance adherence.
Transatlantic Cost of Living & Purchasing Power Benchmark
Position Overview & Specifications
- To assist with the preparation of electronic and paper board and committee meeting packs
- To assist with the scheduling of Board and Committee meetings including scheduling agenda review meetings and the upkeep of various related calendars
- Assisting in running all aspects of board management, including agenda planning, meeting organisation, board evaluation and terms of reference review for regulated Boards and Committees
- Preparing skeleton minutes
- Other board support tasks for subsidiary entities
- Involvement in year-end processes including preparation of dormant accounts
- Dealing with KYC requests
- Providing any other assistance as required from time to time to ensure departmental objectives are achieved
- Managing updates to Insider Track database
- To deal with incoming Team post and emails: vetting, prioritising and drafting responses as appropriate
- To manage diaries, including arranging complex meetings with external parties
- To handle new starter processes, such as induction / hardware / passes
- To organise the weekly team meeting. To work with team members to keep board diaries and calendars updated
- To process invoices and monitor department costs; including cross-charging to other Business Units and setting up new vendors where required
- To maintain and develop up-to-date, easy access, on-line and paper based filing systems for the team
- To work with team members to develop and maintain procedures, timetables and standard documents, working with the team to improve policies and procedures
- To manage holiday schedules and weekly team whereabouts
- To arrange travel as required by Team Members
- On-going maintenance of the shared drive for the team, including annual archiving of electronic documents
- To arrange monthly updates to Group Secretariat information on the intranet and on Teams
- Proving ad-hoc / project support to the broader Co Sec and Share Plans team
- Proven secretarial experience ideally in a legal/compliance environment
- Must be computer literate; excellent practical experience of Word, PowerPoint, Teams and Excel and quick to pick up new systems
- Accurate typing
- Excellent organisational and administrative skills
- Flexible approach to working hours
- Attention to detail and accuracy in all work
- Able to work on own initiative and prioritise work
- Ability to work under pressure and cope with competing demands
- Confident in dealing with people at all levels, able to build and maintain good relationships in a team environment
- Demonstrates discretion and integrity in handling confidential and sensitive information.
- Strong technical IT skills
- 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
Candidate Selection & Onboarding Process
Application & Resume Screening
Submit your tailored CV/Resume directly to the talent acquisition portal.
Technical & Competency Interviews
Virtual interviews with the hiring manager and multidisciplinary team.
Formal Offer & Benefits Negotiation
Written agreement outlining compensation, equity, retirement vesting, and relocation allowances.
Onboarding & Corporate Integration
Equipment provisioning, team orientation, and commencement of duties.
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Company Secretarial Administrative Assistant • M&G plc
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