Senior Officer, Company Secretarial

Job Description

• Manage all aspects of in-house company board and committee meetings, including the scheduling of quarterly and ad-hoc meetings, co-ordinating papers and distributing meeting packs, attendance at meetings and taking notes, drafting of the minutes, tracking actions, circulating minutes, and making any updates following receipt of comments and filing of minutes.
• Maintaining and ensuring ongoing compliance with terms of reference for boards and committees, in addition to the delegated authority and oversight registers for presentation to the boards. Maintaining all local in-house company statutory registers.
• Completing any in-house company secretarial actions including new formations, dissolutions, mergers, change of officers, change of name etc.
• Drafting and maintenance of pro-forma minute templates for matters such as accounts approval and various header / footer template minutes, including directors’ disclosure of interests.
• Completing any in-house statutory filings with registrars in various jurisdictions, including annual validations, registration of change of officers etc. within required filing timeframes.
• Reviewing, updating, creating, or advising on certain policies and procedures relating to in house entities or corporate governance matters.
• Reviewing of in-house company financial statements and inter-company or subordinated loans and presentation to the relevant boards for approval, along with supporting any in house queries raised by the internal finance team or external auditors.
• Co-ordinate Group refinancing arrangements for in house entities including liaison with various law firms and Group Legal team and review and preparation of meeting minutes and refinancing documentation.
• Develop and maintain effective working relationships with Directors and supporting staff. Maintain various in-house Authorised Signatory Lists.