Company Secretary Duties:

• Manage group’s system of rules and regulations and make sure that internal rules and regulations are not conflicting each other or all the companies have rules and regulations which are mandatory to have
• Manage communication activities to raise awareness of compliance among all group companies
• Manage communication of rules and regulations via intranet or other communication paths
• Implement rules and regulations to comply with organization policies and external regulator standards
• Conduct periodic internal reviews to ensure that compliance procedures are followed
• Compile management reports regarding compliance operations and progress
• Monitor results from auditing activity by internal audit regarding regulatory risks to assure improvement in identified areas and activities
• Manage shareholders meeting preparation and arrangement including documents preparation and coordination with internal and external parties to organize meetings including venue, list of participants, press release, and related activities
• Board of Directors Meeting Management for all group companies
• Prepare documents for a board of directors meeting
• Coordinate with internal and external parties to organize meeting including venue, list of participants, and for press release, and related activities

Company Secretary Experience and Skills:

• Bachelor or Master Degree in Law, Political Science, Literature Arts, Business Administration or any related field.
• Minimum 8 years working experience in compliance or office of managing director of listed company.
• Experience in working for Public company would be advantageous.
• Good command of spoken and written English with company literacy.
• Good ability with Ms Office (Word, Excel, Power Point)
• Good coordination skills, good personality, open mind, eager for new work experiences with a positive and flexible attitude, enthusiasm, able to work as a team.
• Experience working with senior management

Company Secretary Roles and Responsibilities:

• Provide administrative support and guidance to the Chairman and the Board of Directors, advising on governance issues and ensuring compliance with legal and regulatory requirements.
• Responsible for N&C’s risk management, governance and compliance.
• Manage all Property (including insurances), HR, Legal and Pension functions.
• Ensure that corporate Registers, statutory books and Companies House filings are submitted in good time and kept up to date.
• Manage the share register, process transfers and arrange the payment of dividends.
• Advise on and assist in the preparation of papers and resolutions for AGM and Board Meetings.
• Convene meetings, prepare agenda and minute proceedings of the AGM and meetings.
• Support the Chairman on specific projects.
• Instruct external counsel within terms of applicable policies.
• Manage fees for external consultants and counsel.
• Keep up to date with regulatory and statutory changes and policies which may affect N&C including FCA registration.
• Ensure Corporate Policies, including those concerning health and safety, risk management, bribery & corruption, document management & GDPR are maintained current and approved.
• Provide advice and training on Corporate Governance issues.
• Lead on specific designated projects from time to time, including the re-tendering of contracts for external products and services.
• Ensure confidentiality of information acquired during the course of employment at all times.
• Ensure continued professional development, of self and those in your team.

Company Secretary Qualifications and Requirements:

• An ICSA qualified Chartered Secretary.
• Experience of holding office as a Company Secretary and of assessing business risks.
• Relevant qualifications and experience in the field of company law.
• Excellent organisational, interpersonal and written and spoken communication skills.
• Strong time management and attention to detail.
• Proactive, approachable, diplomatic, flexible and able to work independently.
• Numerate, with the ability to produce correspondence/minutes to a high standard.
• Fully computer literate and experienced in the use of the Microsoft Office Suite.
• Proven ability to manage a team.
• Professional in conduct with high regard to confidentiality and discretion.
• Experience in the construction sector and in handling large property deals.

Legal Manager/Deputy Company Secretary Duties and Responsibilities:

• Deliver and maintain a high quality and professional company secretarial service to the Finance Director and Board.
• Coordinate Board meetings, including documentation.
• Review all legal and contractual documentation, and make recommendations to the Executive Team.
• Update and maintain an efficient and accessible legal library.
• Ensure delivery of and adherence to the Company’s GDPR responsibilities.
• Work closely with the Health and Safety Team to ensure that all accidents and incidents are comprehensively documented contemporaneously.
• Work with the Procurement Team to ensure that Contract terms and conditions are consistent and non-onerous where possible, making recommendations on any onerous terms.
• Work with the Head of Central Services on all property documentation, reviewing and recommending action to the Executive Team.
• Advise the HR team on changes to Employment Law. Ensure that all employee documentation is relevant to current law when required.
• Provide clarification on legal language or specifications to everyone in the organisation.

Legal Manager/Deputy Company Secretary Qualifications and Requirements:

• Educated to degree level in Law (or another relevant subject).
  
• Ideally ICSA qualified or worked towards it.
• Previous experience as Legal Manager, in-house legal counsel, assistant Company Secretary.
• Excellent oral and written communication skills.
• Able to work calmly under pressure, ensuring constant attention to detail.
• Able to work in collaboration with Senior Leaders, including Executives.
• An excellent team player who gains satisfaction from achieving team goals

Responsibilities as a Company Secretary:

• Progressively drive an agenda to improve the efficiency and effectiveness of the Group Boards, their subsidiaries and Committee meetings and governance processes
  
• Managing the Nominations Committee processes and managing the Director Election processes and Annual General Meetings.
• Manage the company secretarial responsibilities of the Group to a high standard
• Manage the meetings of the Board, Board sub-committees, and internal committees including preparation of calendars, notices, agendas, board papers and minutes
• Attend to corporate governance and compliance requirements, including updating and maintaining policies, documentation and charters required to ensure compliance with ASIC and APRA requirements and prudential standards
• Preparation and lodgment of regulatory documents and maintenance of company registers

Qualifications and Experience as a Company Secretary:

• Qualifications and experience as a Lawyer highly regarded
  
• An undergraduate degree or completion GIA qualification
• Excellent attention to detail
• Expresses ideas effectively with proven excellent written and verbal communication skills
• Ability to work under pressure
• High level of prioritisation, time management and self-management skills
• Excellent organisational skills, with the ability to prioritise and manage multiple tasks.
• High level of initiative and work well in a team environment.

Company Secretary Roles:

• Provides comprehensive governance and secretarial services to the company and its associated entities.
• Handles the maintenance of insider lists, dividend documentation, regulatory announcements, and major shareholdings.
• Assists in preparing the annual report, coordinating shareholder mailings, and liaises with stakeholders like auditors and investor relations.
• Manages all statutory or regulatory filings and maintains the company's statutory records.
• Organizes meetings with directors and shareholders, including issuing notices, preparing agendas, and distributing relevant documents.
• Responsible for taking accurate minutes during meetings to record discussions and decisions.
• Ensures compliance with relevant legal and regulatory requirements related to company secretarial functions.
• Acts as a key point of contact for internal and external stakeholders involved in governance and compliance processes.

Company Secretary Skills and Abilities:

• Past experience in a company secretarial role
• Proven experience of operating at Board level 
• Strong commercial and legal awareness, proven research and analytical skills and problem-solving skills
• Effective interpersonal, communication and influencing skills 
• Ideally an Associate or Fellow of The Chartered Governance Institute (ICSA)