Company Secretarial Assistant job description

If you’re looking to hire a Company Secretary Assistant or Senior Company Secretarial Assistant, this job description template can help with easily defining the key responsibilities and qualifications required. This template provides a clear framework to attract the best candidates with the right skills and experience, streamlining your recruitment process and ensuring accuracy.

Job description template

Reporting line: Assistant Company Secretary / Deputy Company Secretary
c. 1 – 3 years’ experience

General role and responsibilities

• Assist with statutory compliance work for UK subsidiary companies in the organisation, ensuring that all relevant documents are filed at Companies House in accordance with statutory deadlines and corporate records are maintained and up to date
• Assist in maintenance of global entity management system (Diligent Entities/GEMS) to ensure details for Group subsidiaries are kept up to date, and support production of Group Structure Chart
• Arrange for preparation and execution of corporate documentation resolutions, powers of attorney and proxies for routine business and organising, if required, for such documents to be notarised and/or apostilled
• Assist with administration and support for the Board and Committee meetings
• Assist on projects in relation to acquisitions and disposals, corporate restructuring, corporate transactions and other ad hoc projects as requested

Experience and qualifications

• A graduate either CGI qualified or partly qualified, with 1-3 years’ work experience in the relevant field
• Knowledge of the Companies Act, listed company regime and UK Corporate Governance Code
• Good written and analytical skills, with excellent attention to detail
• Excellent administration skills with proficiency in MS Office and, ideally, experience of using Diligent Entities and Diligent Boards
• Excellent interpersonal skills with the ability to communicate at all levels including with Executive and Non-Executive Directors, and senior management
• Ability to work independently and within a team environment
• Ability to work in a pressurised environment and to meet deadlines

Additional tasks that may be relevant depending on sector

• Assist with regulatory Stock Exchange announcements as required
• Assist with administration of share plans operated by the Group (including ShareSave and Long-Term Incentive Plan), liaising with the Employee Benefit Trustee as required
• Maintain and provide a registered office facility and mail forwarding service
• Supporting the day-to-day administration of various FCA / PPRA regulated boards and committees, including uploading board packs on virtual board software and timetabling meetings