Company Secretarial Assistant

Mott MacDonald is a global engineering, management and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices. Mott MacDonald operates across a variety of global industries delivering work that has a societal impact. This role is based in Croydon (Renaissance House), and will be based two days in the office and three days remotely.

Role Description

The Company Secretarial Assistant supports the Company Secretarial Team in a busy international group of companies. The role involves dealing with a varied workload of a busy secretariat which provides advice and support to stakeholders and ensures that all documentation and statutory compliance are handled accurately and punctually.

Primary Duties

• Document execution process – manage daily workload of incoming contracts, deeds, licences, leases, sub‑consultancy agreements and other documents and prepare them for execution by directors via DocuSign or wet ink; verify approvals and supporting documents before sending engrossment versions for execution.
• File executed Board Minutes, Resolutions, Bank Mandates etc. in minute books.
• File executed Powers of Attorney, PCGs and other legal documents in SharePoint digital folders.
• Process legal documents requiring notarisation, consularisation and apostille.
• Process purchase orders and invoices.
• Create structure charts.

Secondary Duties

• Ad‑hoc company secretarial duties under supervision, e.g. annual compliance work, confirmation statements, drafting board minutes and shareholder resolutions.
• Assist with filing statutory changes, local appointments, changes to corporate structure of international subsidiaries and branches.
• Prepare powers of attorney based on in‑house templates and update non‑standard powers of attorney prepared externally.
• Update the Diligent database and SharePoint filing system to record statutory changes.
• Provide KYC/DD/AML documentation as required.

Qualifications & Key Competencies

• Degree level qualification or equivalent.
• Strong communication skills and a keen interest in the law.
• High level of attention to detail and ability to work under pressure.
• Prior experience in a company secretariat team or law firm (preferably 2+ years).
• Highly adaptable, proactive, self‑organised and motivated.
• Excellent IT skills in Microsoft Office applications.
• Excellent team‑working skills and willingness to share knowledge.
• Reliable, confident, self‑motivated and good interpersonal skills dealing with senior executives.
• Sound judgment, initiative, personal responsibility, and ability to maintain standards under pressure.
• Professional, personable, and committed to confidentiality.
• Knowledge of Diligent a plus but training will be provided.
• Willingness to follow guidelines and processes with exceptional attention to detail.
• Experience prioritising and meeting tight deadlines in a fast‑paced environment.

EEO Statement

We are actively recruiting a diverse workforce that is reflective of the communities we serve. We recognise that differences in ability, skills and experience are a strength and encourage applications from people of all backgrounds.

Immigration

Mott MacDonald Ltd. are not currently offering sponsorship to candidates under the Skilled Worker visa route in the UK. We continue to welcome applications from candidates who are eligible for alternative immigration routes in the UK that do not require sponsorship.

Accessibility

If you are disabled or need support during the recruitment process, please contact us at reasonable.adjustments@mottmac.com.

Benefits

We offer a comprehensive benefits package covering health and wellbeing, financial wellbeing, lifestyle, learning and development, and networks and community support. For details please follow the benefits link on the application page.