Corporate Secretarial Assistant | Governance & Compliance in Oxford

We are looking for a Company Secretarial Assistant to join the Oxford-based Central staff of our long established but fast changing Group of companies.

The main purpose of the role are as follows:

• To act as the Company Secretarial Assistant to the small Company Secretariat function.
• Assisting with the responsibility for the statutory compliance, entity management, minute taking and administration relating to the Group’s subsidiaries.
• To assist with supporting the busy company secretarial function which provides advice and support to stakeholders in an international group of companies.

The role reports to the Senior Assistant Company Secretary.

Lucy Group is an international group that makes the built environment sustainable. Our electric businesses advance the transition to a carbon-free world with infrastructure that enables renewable energy and smart cities. Our real estate businesses support sustainable living through responsible property development and investment.

Candidates should be a graduate in business management, law, finance or economics with good examples of administrative experience. Candidates should demonstrate a clear objective and passion to qualify as a company secretary – CGI study support would be provided to committed candidates. Experience with Diligent or similar entity management systems would be an advantage.

The role will sit within the Secretariat function, reporting to the Senior Assistant Company Secretary and will primarily provide proactive, commercially focused corporate governance and entity management services to all the Group businesses. This role will also support other areas of the business (Finance, Treasury, Comms) and will work closely with other internal stakeholders.

Key Accountabilities:

• Assist with maintaining the statutory registers held on Diligent Entities and any filings to Companies House.
• Assist with the preparation of the Corporate Calendar for international subsidiaries.
• Assist with the preparation of Board and Committee agendas, collating board papers and uploading to Diligent Boards.
• Drafting minutes following Board meetings and maintaining action trackers.
• Maintaining the Group Corporate Structure Chart, ensuring both UK and international subsidiaries, branches and similar are recorded appropriately.
• Assist with the timetable and process around dividend proposals, communications and payments.
• Assist with business licence renewals/registrations, letters of authorisation and powers of attorney for all subsidiary companies.
• Assist with Shareholder queries.
• Provision of KYC/AML documentation as may be requested.
• Obtaining notarisation/apostilles when required.
• Other ad-hoc core tasks.

Essential Qualifications, Knowledge, and Experience:

• Excellent attention to and an eye for detail.
• Excellent organisational capabilities.
• Excellent command of the English language with minute taking experience.
• Self-starter, able to work independently.
• Strong time management & prioritisation skills.
• Strong computer literacy.

Highly Desirable:

• Previous experience of providing full range of Company Secretary Services including Agenda setting, committee management and minute taking (although not required as full training will be provided).
• Some working knowledge of the UK Corporate Governance Code and the Wates Principles.
• Some practical knowledge of Companies Act 2006.

Behavioural Competencies:

• Interpersonal skills - an approachable, professional communicator.
• Some knowledge of the law, policies and regulations.
• Calm and professional in manner.
• Can do attitude with an ability to work independently and to deadlines.