Deputy company secretary job description

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If you’re looking to hire a Deputy Company Secretary, this job description template is designed to help easily define the key responsibilities and qualifications required for this important role. 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: Group Company Secretary / General Counsel
c. 8+ years’ experience

General role and responsibilities

Supporting the General Counsel/Group Company Secretary with Group Board and Board Committee meetings which may include:

Organising calendar of Board and Committee meetings
Assistance with the production of Board/Committee meeting packs
Maintaining and updating Board/Committee terms of reference and the annual programme of agenda items to ensure compliance with statutory and regulatory best practice
Liaising with General Counsel/Group Company Secretary to prepare agendas and papers for Board/Committee meetings
Attending and minuting meetings of the Board and its Committee and other executive committees, as required by the General Counsel/Group Company Secretary
Advising on corporate structures and complex transactions
Maintaining the group structure chart and records held
Striking off companies, integrating new companies into the organisation
Issuing powers of attorney and letters of authority
Leading, coaching, motivating and developing a professional team to establish and maintain the highest governance and secretarial standards, expertise and service to key stakeholders
Coordinating director induction and onboarding
Support and coordination of director training programme
Support and coordination of Board self-effectiveness reviews

Experience and qualifications

CGI qualified or a qualified solicitor, with 8+ 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
Ability to work in a pressurised environment and to meet deadlines
Analytical skills, with the ability to think around an issue, understanding the broader implications, devise a creative solution and proactively take the necessary action
Self-motivated, as well as a strong team player with a keen sense of ownership and desire for continuous improvement
An ability to establish credibility with and inspire confidence in all stakeholders, and to exercise judgment in dealing with sensitive and confidential issues
Pragmatic thinking style – Anticipates issues before they occur, is solution orientated, balances analysis, intuition, experience, and innovation in a straightforward and logical manner, giving sufficient thought to one’s actions before acting

Additional tasks that may be relevant depending on sector

Preparation, authorisation and issuance of Stock Exchange announcements and associated filings, in conjunction with the Company Secretary, Board and external advisers
MAR compliance – Establishing and maintaining insider lists etc
Liaising with HR and the Employee Benefit Trust trustees and assisting with the awards made to participants in the Group’s LTIP and SPP schemes, vesting of them, ongoing administration and related trading plans for purchasing market shares