Company Secretarial Assistant

The role provides essential Executive Board and Committee support across the Nucleus Group, ensuring the effective coordination and delivery of governance activity. It combines clear ownership of the Executive Committee (ExCo) and Executive Risk Committee (ERCC) and other Group Executive meeting cycles with broader support for Group Board and Committee processes. Working under supervision from the Deputy Company Secretary and Assistant Company Secretaries, and in collaboration with our other Company Secretarial Assistant, the role manages the day‑to‑day administration of the Transformation Committee and all Group executive committees including forward planning, agenda coordination, paper collation, and accurate minute production.

The role also supports the Company Secretary and Assistant Company Secretaries in the full lifecycle of the Trustee Board’s governance processes. This work provides structured stretch and development into wider Company Secretarial responsibilities, building capability across the regulated Board and Committee landscape. In collaboration with our other Company Secretarial Assistant, the role holder will be responsible for statutory filings for all entities in the Group and for functional administrative activities.

In addition to defined governance duties, the role plays a key part in the effective running of the CoSec team. It applies strong organisational and administrative skills to help maintain team workflows, support colleagues, and ensure that governance processes, documentation and logistics run efficiently and to a high standard. The role contributes to disciplined, high‑quality governance delivery by ensuring timely, accurate and audit‑ready records, maintaining strong organisational processes, and supporting compliance with internal governance frameworks and regulatory expectations.

• Maintain the annual calendar for NFPL and subsidiary Board and Committee meetings, ensuring dates, logistics and key deadlines are clearly tracked.
• Coordinate all administrative arrangements for Board and Committee meetings, using approved templates, checklists, and governance processes.
• Prepare and issue agendas, collate papers, and complete pre‑meeting checks to ensure materials are accurate, aligned to templates, and circulated on time.
• Contribute to draft minutes through structured note‑taking and preparation of skeleton minute content, with senior review and oversight.
• Maintain and update action logs, ensuring actions are recorded accurately, monitored, and followed up with stakeholders as required.
• Support the Company Secretary in the full cycle of Trustee Board governance, including meeting planning, paper collation, record‑keeping, and post‑meeting updates.
• Respond to routine governance queries from the business, escalating complex or judgement‑based queries appropriately.
• Contribute to the continuous improvement of governance procedures, templates, and team ways of working.

• Act as a primary coordinator for the executive level governance meetings including ExCO and ERCC, ensuring the smooth and timely delivery of each meeting cycle.
• Work closely with senior colleagues and the Executive Assistants to carry out forward planning, scheduling, and agenda preparation, ensuring all steps align with agreed governance processes.
• Collate, quality‑check and circulate papers in line with deadlines and templates, ensuring material is complete, well‑presented, and audit‑ready.
• Attend meetings, with supervision and support, to produce clear, accurate and well‑structured minutes that record decisions, key areas of discussion and challenge, actions, owners and deadlines.
• Maintain and administer action logs, ensuring actions are recorded accurately, monitored, and followed up promptly with relevant stakeholders.
• Support the upkeep of executive governance documentation, templates and reference materials, ensuring they remain current and aligned to the wider governance framework.
• Act as a helpful and reliable first point of contact for routine executive level committee process questions, escalating judgement‑based or complex queries to senior colleagues.

• Support adherence to the Group’s governance framework, including Terms of Reference, Matters Reserved, delegation structures, internal policy requirements and templates.
• Maintain governance records to a high standard of accuracy, including minutes, resolutions, conflicts registers, director information and statutory documentation.
• Assist with the preparation and circulation of written resolutions and urgent approvals, ensuring appropriate governance controls are followed.
• Assist with documentation required for financial audits, Annual Report and Accounts preparation, and related governance evidence, ensuring materials are complete, well organised and filed appropriately.
• Maintain statutory entity information within Diligent Entities and other governance systems, ensuring data is accurate, current and audit‑ready.
• Support the collation of disclosures, declarations, attestations and confirmation statements, escalating complexities as appropriate.
• Contribute to the continuous improvement of governance procedures, templates and controls to strengthen consistency, quality and compliance.

• Maintain team calendars, governance inboxes and meeting logistics to ensure the smooth running of Company Secretariat activity.
• Take primary responsibility for managing the team mailbox, responding to routine and procedural queries directly wherever possible.
• For more complex or judgement‑based matters, work through the response with more senior colleagues while retaining responsibility for finalising and issuing the reply.
• Support the organisation and coordination of governance workflows, including meeting planning, document control and record‑keeping.
• Process invoices, maintain accurate financial and administrative records and support procurement of professional services in line with internal processes.
• Ensure governance documentation, templates and filing structures are well organised, accessible and up to date.
• Provide reliable administrative support across the Company Secretariat, applying strong organisational skills and EA experience to maintain workflow continuity and support colleagues during peak periods.
• Assist with ad hoc governance and administrative projects, including reviews of policies, procedures and internal processes.

• Build effective working relationships with Executive Assistants, business teams, executives, paper authors and members of the ExCo to support the smooth coordination of governance activity.
• Act as a professional and approachable first point of contact for routine Executive Committee and Executive Risk Committee queries, seeking guidance from more senior colleagues where governance judgement or escalation is required.
• Communicate clearly, courteously and proactively with stakeholders to support timely preparation and delivery of agendas, papers and other meeting materials.
• Follow up on actions and information requests in a consistent, organised and timely manner to support confidence in governance processes.
• Work collaboratively with colleagues across the organisation, maintaining strong service standards and a helpful, solutions‑focused approach.
• Represent the Company Secretariat positively through preparation, reliability and attention to detail in all interactions.

• Work collaboratively with colleagues across the Company Secretariat, contributing positively to team delivery, shared objectives and a supportive working environment.
• Apply strong organisational and administrative skills to help maintain smooth team workflows, ensuring colleagues can rely on timely, accurate and well‑presented support.
• Seek guidance from senior team members to build capability, develop confidence in governance processes and escalate uncertainties promptly.
• Contribute to reviews and updates of governance documentation, templates and internal processes to support consistency, efficiency and continuous improvement.
• Provide support and cover for colleagues during peak periods or when required, including assisting with scheduled governance activities such as annual Terms of Reference reviews or governance cycle planning.
• Support the team’s modernisation and transformation activity, including identifying opportunities to streamline processes, adopt automation and make effective use of approved AI tools.
• Demonstrate a constructive, solutions‑focused approach and maintain high service standards in all interactions.
• Take responsibility in everything you do to deliver good outcomes for our customers.
• Positively demonstrate the Nucleus values and behaviours.
• Ensure compliance with Code of Conduct at all times.

You will have:

• Experience providing high‑quality administrative or governance support in a fast‑paced environment, ideally within a company secretarial, legal, risk or executive support function.
• Strong organisational skills with the ability to manage competing deadlines and maintain accuracy under time pressure.
• Clear and confident written and verbal communication skills, including the ability to produce well‑structured notes and draft content under guidance.
• Proactive, reliable approach and able to follow established processes, with sound judgement on when to escalate matters for senior input.
• Strong attention to detail, particularly in preparing documents, reviewing papers and maintaining accurate records.
• Comfortable working collaboratively as part of a small, high‑performing team and supporting colleagues to meet collective priorities, while delivering on individual priorities.
• Familiarity with governance or company secretarial systems (e.g. Board Intelligence, Diligent Entities) is desirable, though training will be provided where needed.
• An interest in developing a career in governance and in studying towards the CGI (ICSA) qualification.
• A constructive, solutions‑focused approach, demonstrating flexibility and a willingness to learn and improve.

We’re the Nucleus Financial Platforms group and we help make retirement more rewarding. People come first - whether it’s our colleagues, or the advisers and customers we support, we know that working in partnership and collaboration leads to the best outcomes. Together, we’ve shaped the platform to how it is today. We work hard, and we celebrate hard too. Our ambition is to create a platform with a difference, putting the customer centre stage meant tearing up the rule book and starting from scratch. We’ve come a long way since then, but our mission remains just as focused. That’s why our culture, values, and social responsibility are things we keep at the top of our agenda – because we know they matter and have a big impact.

Our culture is one of the many things that sets us apart from the pack. We want to have an environment where our people feel that they can make a real difference, know they’ll be rewarded for their efforts and more importantly, enjoy themselves at work.

Check out this video and find out!

As with most things in life, who cares, wins. We really care about inclusion. For us it’s not a tick box exercise; inclusion and diversity are embedded in our culture and everything we do. It’s a commercial imperative. It isn’t about being PC. It’s about being future-relevant and durable. We owe it to ourselves and the industry to ensure we are playing our part in creating a fair, balanced and transparent financial services sector. More diversity means broader experience, a wider set of perspectives and a better collective ability to problem-solve. And it means being more representative of customer groups, which supports areas such as product development.

At Nucleus, we offer a generous blend of benefits for the things that really matter to our people, including a non-contributory pension, bonus, enhanced parental leave, paid time off for emergencies, health and wellbeing initiatives and flexible working options.