Administrator - Corporate Secretarial

What’s the role?

To join our Corporate Secretarial Services team to ensure the provision of 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: 

• Understand scope of Corporate Secretarial services for clients. Understand scope of services and expectations for deliverables with Client Service team for each client, to include consideration of billing arrangements (core or additional)
• Adherence to Policies and Procedures: Ensure adherence to all relevant policies and procedures and scope of services as agreed with client service team. 

• Draft Documentation: Take responsibility for drafting Board or Committee or Shareholder meeting minutes and resolutions. Once reviewed within team, circulate drafts for approval by client service team and/or client and/or adviser, ensuring feedback from review is considered and if appropriate incorporated into drafts and future work.

• Support Client Portfolio: support team on provision of corporate secretarial services to client portfolio, ensuring full compliance with statutory frameworks. Ensure efficient feedback loop with corporate secretarial team and client relationship manager on client portfolio. 
• Support with client board or shareholder meetings: attend board and general meetings for clients within team’s portfolio, support team with preparing board packs and minutes, convening notices, and ensuring seamless governance processes. 

• Completion of Document Execution and Deadlines: support the coordination of signatures of transaction documents, ensuring all filings and documentation are processed within the prescribed deadlines.

• Ensure maintenance of statutory books and records. Working with the relevant data control teams, ensure that statutory books and records are accurately maintained, and updates are completed in a timely manner.

• Ensure Compliance with Statutory filing Requirements: Ensure timely and accurate filings with Registrar of Companies for clients within your teams’ portfolio.

• Ensure accurate time recording. Take responsibility for accurate time recording on your clients, and knowledge of contracted services. Feedback to team manager and client service manager any additional services requested and record time accordingly.   

The ideal background for this role:

• In progress with relevant professional qualification e.g. the Chartered Governance Institute.
• 2+ years’ relevant industry experience
• Understanding and knowledge of the finance/private equity/real estate industry, legislation, company law, corporate governance best practice 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.