Board Support Administrator

We are recruiting a Company Secretarial Operations Lead who can bring their experience with a keen eye for detail and precision to our Company Secretarial (Co Sec) team, within the wider Legal function. You will work closely with senior leaders and cross-functional teams to maintain compliance, optimise workflows and deliver exceptional administrative support across our Company Secretarial function.

If you thrive in a fast-paced environment and enjoy having an office presence to facilitate and support governance meetings, this is your chance to play a key role in supporting our wider business. Please note this is a 12 month Fixed-Term Contract.

Your new role

In this role you will be at the heart of our Co Sec and governance operations, supporting a variety of Co Sec activities from the collation of meeting packs, power of attorney issuance to oversight of related budgets. This role combines organisational excellence with stakeholder engagement, giving you the opportunity to manage critical processes, support high-level meetings and drive operational improvements.

Key Responsibilities

• Manage the overall meetings calendar, collate meeting packs, prepare ‘skeleton’ agendas and create summaries of business and minutes for governance meetings.
• Liaise with stakeholders to coordinate operational arrangements including Finance and Risk, IT, catering, room bookings and the wider EA community.
• Point of contact for Non-Executive Directors for all Co Sec and governance matters.
• Support the production of various reports and presentations, ensuring the upload of reports to our Board portal, BoardVantage.
• Oversee and update key Co Sec documents, including management of our regular cycle of ‘Solvency II’ documents.
• Act as a Co Sec systems ‘super user’ for BoardVantage, Litify/iManage, Teams Channels and assist with permissions management on the BoardVantage system.
• Drive process improvements and automation within Co Sec operations, and manage Co Sec metrics and KPIs to measure and improve departmental effectiveness.
• Provide project management support for Co Sec initiatives as required.
• Oversee and maintain the Co Sec QUBE intranet site.
• Monitor Co Sec risk related issues on our risk reporting system (Insight) and assist with Risk Control Self-Assessment’s (RCSA’s), supporting information requests from regulators and auditors.
• Support maintenance of the Management Responsibility Maps required under Senior Managers Certification Regime regulations.

About you

• Previous experience in a Co Sec, governance, legal operations, or legal executive or personal assistant role.
• Excellent organisational skills with the ability to manage complex meeting schedules.
• High attention to detail with the ability to maintain confidentiality when handling sensitive information.
• Advanced proficiency in Microsoft Office Suite, document management systems such as Docusign and iManage, and experience with Board portals (e.g. BoardVantage).
• Strong written and verbal communication skills, with the ability to produce clear reports and presentations.
• Strong stakeholder management skills, with demonstrable experience liaising with senior executives and non-executive directors.
• Ability to work independently, prioritise multiple tasks and deliver under tight deadlines.
• Familiarity with risk management processes, including RCSA and regulatory reporting is desirable.

At QBE, we want our people to feel rewarded and inspired to perform at their best, that’s why we have created “At My Best”. It’s our connection, our way of showing we have your back. We understand that one size doesn’t fit all and that priorities can change depending on your life stage. That is why our blend of wellbeing initiatives and benefits offer flexibility to suit what matters most to you. It’s in the culture of our business, our QBE DNA, to support our people.

We’re an international insurer that’s building momentum towards realising our vision of becoming the most consistent and innovative risk partner. We can never really predict what’s around the corner, but at QBE we’re asking the right questions to enable a more resilient future – helping those around us build strength and embrace change to their advantage.

QBE aims to build a workplace that is fair and inclusive because we want to attract and retain the best people to do the job, we have adopted flexible working across the company and welcome this conversation.

With more than 13,000 people working across 27 countries, we’re big enough to make a real impact, but small enough to provide a friendly workplace, where people are down-to-earth, passionate, and kind.

At My Best - QBE Benefits

You are more than your work – and QBE is more than a workplace, which is why we provide you with the benefits, support and flexibility to help you concentrate on living your best life personally and professionally. We offer an extensive choice of other options to suit you!

Inclusion of Diversity

We are striving to create a workplace culture where all our people feel included, and we are committed to building a diverse workforce that is reflective of the communities we operate in. We are proud to have partnerships with organisations such as Stonewall and Working Families, and our commitment to the Women in Finance Charter, the UN Women’s Empowerment Principles and Race at Work charter helps keep us accountable and transparent.

Accessibility

Here at QBE, we are promoting an accessible workplace for all, which includes supporting candidates to perform at their best during their recruitment process. If you require any accommodations, please make your Talent Acquisition contact aware.

ESG & Sustainability

At QBE, we believe that integrating sustainability into our business helps us deliver on our purpose of enabling a more resilient future. Our three key focus areas include fostering an orderly and inclusive transition to a net-zero economy, enabling a sustainable and resilient workforce, and partnering for growth through innovative, sustainable, and impactful solutions.

If you have a passion to contribute to QBE’s vision of enabling a more resilient future for our customers and the community, we encourage you to apply! Simply click the “apply” button to submit your CV and other relevant documents, and a member of our friendly Talent Acquisition team will be in contact to discuss your interest further if you meet the requirements of the role.

We believe this is our moment – what if it was yours? APPLY NOW and let’s make it happen!