Company Secretarial Assistant

Experienced Company Secretarial Assistant is required to work in small high performing business.

Main responsibilities

  • Filings at Companies House, including Annual Report and Accounts, Confirmation Statements, allotments of shares, director appointments, resignations and name changes, and all other relevant statutory forms.
  • Maintaining books and records via Diligent Entities platform, including statutory books but also registers of interests, related parties, persons discharging managerial control (PDMRs), persons closely associated etc.
  • Incorporation of new residential management companies and consequential updates to Group structure chart, list of companies and power of attorney.
  • Allotment of shares in commercial management companies upon completion of plot sales.
  • Assisting with the administration of PLC Board, PLC Committee, Investment Committee and Management Board activity, including:
    • assisting the Company Secretary (and working with the PLC Co-ordinator) in the setting and maintaining the annual Board and Committee timetable;
    • working with the PLC Co-ordinator, organising meetings, dinners and site visits;
    • preparation and distribution of meeting packs using Diligent Boards platform;
    • minute-taking (short form) of Investment Committees meetings; and
    • maintaining PLC Board and Committee Action Schedules and ensuring actions are delivered ahead of the deadlines set.
  • Working with the PLC Co-ordinator, organising the Strategy Day.
  • Assisting in the preparation of the Notice of Annual General Meeting and associated proxy form.
  • Working with the PLC Co-ordinator, organising the Annual General Meeting and, where appropriate, Extraordinary General Meetings.
  • Working with the PLC Co-ordinator and Head of People and Organisation Development, organising the Employee AGM and all other Board engagement with employees.
  • Preparing PDMR announcements to the London Stock Exchange (LSE), uploading all announcements to the LSE via the RNS platform and filing of PDMR notifications to the FCA.
  • Administering the Company’s Executive Long-Term Incentive Plan (now in run-off), Restricted Share Plan, Share Incentive Plan and Save As You Earn Plan, including preparation of block listing applications and announcements to the LSE, where appropriate, and filing of HMRC returns.
  • Administering payment of the interim and final dividends.
  • Liaising with the brokers to obtain quarterly analysis of the Company’s share register and share price.
  • Collating input from the Management Board on the bi-annual risk reviews and from the PLC Board on the annual review of its risk appetite.
  • Assisting in the preparation of the governance sections of the Annual Report.
  • Assisting in the administration of annual Board evaluations.
  • Maintaining insider lists, project lists and clearance to deal lists.
  • Responding to shareholder enquiries.
  • Processing s.793 Companies Act requests.
  • Working with the Marketing Manager, ensuring that the Investors section of the website is maintained.
  • Assisting in the preparation of the annual Modern Slavery Statement.
  • Processing hospitality approval requests and maintaining the hospitality register.
  • Carrying out any other duties as deemed appropriate and in consultation with the Company Secretary.

 

Qualifications

The ideal candidate should have recently completed, be studying for, or be able to demonstrate a clear understanding of and commitment to study for the ICSA qualification.


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