Job Description

What’s the role?

To manage and develop a Company Secretarial Service team to ensure the provision of a professional and first-class service to team clients.

What you’ll be doing

Your role may include, but will not be limited to, the following tasks which we call ‘Defined Business Activities’. The list of defined business activities is not exhaustive and may be amended from time to time:

Specific Responsibilities:

• Mentor and Manage Corporate Administration Teams: Provide management and mentorship to junior team members, supporting their development and ensuring their deliverables meet the company's quality standards and deadlines. Conduct appraisals for all members of the team. Lead recruitment and interviews for vacancies within your team.
• Review and Approve Deliverables from Junior Staff: Take primary responsibility for reviewing, correcting, and approving the deliverables prepared by team members, ensuring the accuracy, quality, and compliance of all documents. Ensure team members adhere to all relevant policies and procedures.
• Oversee and Draft Complex Documentation: Take responsibility for overseeing the drafting and creation of complex minutes, agreements, and resolutions for high-value, multi-jurisdictional client portfolios, providing guidance and oversight to the team.
• Manage Client Portfolio Management: Independently manage and supervise the administrative and legal formalities for your team’s client portfolio, ensuring full compliance with legal and regulatory frameworks. Ensure efficient feedback loop with client relationship manager on client portfolio.
• Organise and Oversee High-Level Meetings: Manage the organisation of board and general meetings for significant clients, preparing intricate legal documents such as minutes, proxies, and convening notices, and ensuring seamless governance processes.
• Manage Document Execution and Deadlines: Take ownership of coordinating the signatures of transaction documents, ensuring all filings and documentation are processed within the prescribed deadlines and adhering to compliance standards across multiple entities.
• Ensure Compliance with Legal Requirements: Manage the process of timely and accurate filings with the applicable Registrar of Companies and any regulatory filings. Proactively monitor any changes in local corporate laws and regulations. Manage team progress in ad hoc projects relating to legislative changes.
• Provide Client Support: Serve as the point of contact for you team’s client portfolio, providing expert advice on corporate governance matters and ensuring efficient communication with stakeholders.
• Support Client Governance Frameworks: Provide input into client governance framework in the preparation of standing agendas for meetings and Corporate Governance Calendars. Ensure that the team maintain and adhere to annual governance calendar tracking for all client deadlines. Ensure that the team maintain accurate and up to date client information within statutory books and on NAVOne system. Support client boards in decision-making, through ensuring preparation of agendas and timely circulation of board packs using Board Intelligence.
• Manage High-Level Administrative Tasks: Oversee filings, regulatory submissions, and advanced administrative tasks, ensuring meticulous attention to detail and the highest level of professionalism in all dealings. Manage the timely confirmation of information to the file review teams upon request and ensure actions points are cleared. Sign off internal checklists required for ISAE 3402 and regulatory purposes.
• Drive Process Improvements: Identify opportunities to enhance operational efficiencies within the corporate secretarial team, ensuring best practices and streamlined processes across the European department.
• Manage team KPIs: Monitor and report on service level agreements and KPIs for your team’s portfolio. Act as ‘B’ authorised signatory.

The ideal background for this role

• A relevant professional qualification e.g. Associate member of the Chartered Governance Institute, STEP etc.
• 6+ years’ relevant industry experience
• Comprehensive and detailed understanding and knowledge of the local finance industry, legislation, and regulatory requirements in which we operate

Role Location/Hybrid Schedule

This role is based in our Southampton office. Although the nature of most of the roles within Gen II cannot be classed as totally flexible, there is scope in some cases for a form of Agile Working. The different ways in which Agile Working can be undertaken is dependent on the demands and needs of the business, the office space available and the individual’s preferences and circumstances.