Assistant Company Secretary

Overall scope/purpose of the role

The role will cover the full suite of company secretarial tasks as required by a FTSE premium listed company. The successful candidate will play a key role in ensuring the company’s regulatory compliance and there will be overseas governance and compliance matters to consider and address.

The department is busy and deadlines can at times be extremely pressured. It is a very varied role and the candidate will need to be adaptable. The role will provide an excellent opportunity for day-to-day learning and the candidate will be given sole responsibility for many key tasks. 

Key Responsibilities

  • Assistance with preparation of Company Secretarial and Legal Report and other ad-hoc papers as required, for plc Board Meetings and Committee meetings
  • Support the Company Secretary with Remuneration Committee, Audit Committee and Nomination Committee matters, including preparation of papers and reports
  • Assisting the Company Secretary with co-ordinating the Group’s global insurance programme, including overseeing the annual renewal process with the company’s insurance brokers and assistance with management of claims in conjunction with H&S and HR teams
  • Managing the day-to-day relationship with the Company’s registrars and managing the processes regarding the issue and listing of new shares, dividend payment arrangements, including reviewing and agreeing the dividend payment timetable
  • Maintaining records for issued share capital and treasury shares
  • Registering and managing the Group’s worldwide trademark portfolio and liaising with trade mark agents
  • Administering and maintaining the records of the Group’s share option schemes, including liaising with the trustees of the EBT; completing and filing HMRC annual returns; drafting and preparing annual grant and vesting documentation for all employee and discretionary share plans
  • Preparing headroom forecasts for share schemes and issued share capital
  • Drafting of the Remuneration Report, Directors’ Report and Corporate Governance Report sections of the Annual Report and Accounts
  • Assisting in ensuring compliance with the Corporate Governance Code, Market Abuse Regulation (MAR), sanctions, Health & Safety, Data Protection (GDPR), Anti-Bribery and Corruption, whistleblowing etc, and advising on best practice
  • Drafting and releasing RNS announcements and NSM submissions
  • Organising and arranging the Company’s AGM (and GMs) to ensure a smooth and effective execution, including preparation of the notice of meeting and other ancillary documents, monitoring proxy voting results and responding to queries of Investor Bodies
  • Reviewing confidentiality agreements and dealing with ad hoc contract queries from operational businesses
  • Dealing with tasks related to UK and overseas acquisitions and corporate actions, as required, including M&A documentation, letters of intent, non-disclosure agreements, contract terms, employment agreements
  • Attending to statutory filings and notifications to the Registrar of Companies for UK companies and overseas entities
  • Maintaining central database of group companies and group structure chart
  • Maintaining insider lists and approvals in accordance with company’s share dealing policy
  • Answering ad hoc shareholder queries and monitoring shareholder analyses
  • Involved in rationalising dormant subsidiary companies
  • Drafting agreements related to employee incentive arrangements, including share awards
  • Preparation of routine company minutes

Knowledge, Experience, Skills & Qualifications

  • Either part or fully ICSA qualified
  • Educated to degree level or equivalent experience
  • Ideally someone who has worked in a listed plc with overseas subsidiaries
  • Working knowledge of the FCA’s Listing Rules and Disclosure & Transparency Rules, MAR, GDPR and Companies Act
  • IT skills: Blueprint, Word, Excel, Diligent   
  • Minute taking
  • Highly organised and practicable
  • Computer literate
  • Ability to work to deadlines and remain calm and focussed
  • High level of accuracy
  • Discreet and confidential
  • Flexible and adaptable

 

Key working relationships

Internal:

  • Finance, HR, Legal, Risk, Comms (head office and subsidiaries)
  • Senior Management and Divisional executives

 

External:

  • Registrars
  • Share scheme administrators
  • Trademark agents
  • Insurance brokers
  • Company’s lawyers
  • Trustees of the EBT
  • Auditors
  • Companies House

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