Asta Vacancies

Vacancy: Assistant Company Secretary – 6 month FTC

Date: 5th January 2022

Job Profile

Main purpose of job

To provide assistance to the Company Secretary; high quality, professional company secretarial and corporate governance services to the business; and to ensure a smooth operation of the Group and clients’ boards and committee meetings.

Key tasks

  1. Working with the Company Secretary, develop an understanding of the risks and controls relevant to the function, operate within the prescribed procedures and guidelines and report / discuss issues.
  2. Facilitate the smooth operation of the companies’ and clients’ various boards and committees (specifically the Audit Committee), by having responsibility for organising and maintaining agendas and for collecting, organising and distributing meeting papers. This includes responsibility for the production of accurate minutes and action points within the time frame stipulated in the committees’ respective terms of references.
  3. Where minute-taking is outsourced, to help to prepare the minute-taker for the meetings and to quickly undertake the initial review of the draft minutes.
  4. All company secretarial work (including company secretarial services to clients) and other duties (including FCA/ PRA and Lloyd’s filings), as requested from time to time by the directors or the Company Secretary.
  5. To use the support provided by Company Secretarial Assistants/ Administrators to prepare for meetings and for minor tasks, and to provide day to day supervision/ training to them, as may be required.
  6. Provide cover for other members of the team in their absence including attending and minuting meetings.
  7. Assist with the production and maintenance of a library, of appropriate policies and procedures to achieve compliance with relevant regulatory and legal requirements and monitor adherence to the procedures.
  8. Assist with updating AstaGov, providing assistance to users as required.
  9. To review contracts (as requested by the Company Secretary) and undertake ad-hoc project work.

Key personal skills required

  1. Good interpersonal skills – friendly, confident, and approachable with the ability to deal with colleagues and clients at all levels in a professional and diplomatic manner.
  2. Self-motivated, proactive and able to work with a degree of autonomy.
  3. Strong organisational and writing skills, with a close attention to detail.
  4. Integrity and discretion when dealing with confidential material.
  5. Analytical and problem-solving skills.
  6. Able to recognise and respond quickly to changing priorities.
  7. Ability to work well within a team.

Key technical skills, knowledge and professional qualifications required

  1. Qualified Company Secretary, ideally with 2 years’ PQE.
  2. Good working knowledge of company secretarial procedures and statutory requirements for all standard statutory returns and filings, amendments to articles of association, share capital reorganisations, and share issues and transfers.
  3. Substantial minuting experience particularly gained in a Lloyd’s environment. Proven ability to produce quality minutes in a technically challenging environment.
  4. Experience of maintaining compliance within a financial services business, ideally a Lloyd’s or FCA/ PRA regulated insurance business.
  5. Knowledge of Diligent Entities, SharePoint, Diligent Boardbooks. Strong working knowledge of all Microsoft Office packages, particularly Word.

To apply for this position please email

The deadline for applications is Wednesday 19th January 2022

Strictly no agency calls or emails please

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