Senior Company Secretarial Admin - Board & Governance

Role / Department

We are looking to recruit a Senior Company Secretarial Administrator to provide administrative and organisational support to the EMEA Company Secretary team, ensuring the smooth operation of board and committee processes.

The role is responsible for preparing meeting packs, maintaining governance records, coordinating director communications, and responding to routine governance queries. The EMEA Company Secretary team operates across the UK, Ireland, Luxembourg, Guernsey and the Middle East with primary support for a sub team of five based in London.

Key Responsibilities Board & Committee Pack Preparation

• Compile, format, and quality check board and committee papers
• Upload materials to the board portal (e.g., Diligent)
• Ensure deadlines for paper submission are met
• Liaise with contributors to chase outstanding papers

Meeting Administration

• Schedule meetings and manage calendars
• Circulate agendas and meeting notices
• Coordinate logistics (rooms, dial ins, VC links)
• Maintain attendance records

Governance Records Management

• Maintain statutory registers and entity records
• File documents in accordance with governance standards
• Support annual filings and routine submissions

Director Support

• Act as a point of contact for directors for logistical queries
• Support director onboarding and off boarding processes
• Support director training and induction processes

General Governance Support

• Respond to routine governance queries from internal teams
• Support corporate transactions and entity changes
• Assist with document execution processes
• Maintain the governance inbox and triage queries

Skills / Qualifications

• Experience in an administrative or governance support role
• Strong organisational and time management skills
• Excellent attention to detail
• A high standard of written communication
• Ability to work with senior stakeholders professionally
• Competence with Microsoft Office (Word, PowerPoint, Excel)
• Experience with board portals (e.g., Diligent) is desirable

Personal Attributes

• Discreet and trustworthy with confidential information
• Calm under pressure and deadline driven
• Proactive and able to anticipate needs
• Strong interpersonal skills
• Team oriented with a flexible approach

Qualifications

• No formal qualifications required.
• Prior governance or legal admin experience is an advantage

Reasonable Accommodation

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