Assistant Company Secretary

About the company Steamship Mutual is a P&I insurance company, with 210 employees worldwide. The main office is based near Liverpool Street station, London. We have offices in Bermuda, Brazil, Cyprus, Greece, Hong Kong, Japan, New York and Singapore.

Overall Job Purpose To assist the Company Secretary in providing a comprehensive administration service to the Board and Committees within Steamship, both at Club Board and Management Company level. To provide general administrative support, collating, preparing Board Papers and ensuring they are distributed in a timely manner.

Key Responsibilities

• Club Board Meetings Assisting in the preparation of Club Board meetings, preparation of Board material, planning Board travel and entertainment, and Board meeting logistics.
• Management Company Board Meetings Assisting in the preparation of SIMSL Board meetings, preparation of Board material (agendas, meeting templates), assisting with the co-ordination of Board meeting logistics, attendance at the meetings to include minute taking, providing support to Board Directors such as travel bookings, meeting organisation, emails and dealing with other ad hoc requests.
• Annual/Extraordinary General Meetings Responsibility for scheduling, preparation and distribution of AGM and EGM notices and minute taking for all internal and Club entities.
• Support to SIMSL Management Committees Responsibility for scheduling, preparation, and distribution of papers through Diligent and minute taking for SIMSL committees (Compliance, Risk, Claims). Administration of SharePoint site, ensuring all documentation is up-to-date and in line with company branding.
• Terms of Reference Coordinate annual review of SIMSL Board and Management Committees Terms of Reference. Coordinate annual review of Club Board and Committee Terms of Reference.
• Policies and Procedures Management of Company and Board policies and procedures schedules. Ensure SharePoint and Diligent Directors’ Manual is updated on a regular basis.
• Additional Duties Provide company secretarial support to the Company Secretary and Head of Legal. Provide assistance to fellow team members when required. Provide assistance to the onboarding of both internal and Club Board members. Carry out any other ad hoc duties.

Person Specification

• Previous experience in company secretarial, administrative, or board-level roles within a financial services or regulatory environment is advantageous.
• Demonstrates excellent attention to detail.
• Possesses a good standard of written English.
• Proficient in Microsoft Excel, Word, and PowerPoint at an intermediate level.
• Ability to use Diligent software is desirable.
• Experience with SharePoint is beneficial but not essential.
• Familiarity with making web filings on Companies House.
• Highly trustworthy, with the ability to maintain confidentiality.
• Excellent communication and exceptional organisational skills.
• Provides outstanding customer service and maintains professionalism at all times.
• Strong multitasker, able to prioritise conflicting deadlines and manage a varied workload.

What you will get

Joining our collaborative, supportive and friendly working environment, you will enjoy a rewarding career with the opportunity to build on your existing skills and knowledge. We offer great work-life balance initiatives, including a competitive hybrid working policy. Clear and transparent career pathway – offering you continued support with enhancing your skills and creating employment development opportunities. We offer free educational access to the Protection & Indemnity Qualification, created by the International Group of P&I Clubs. An attractive benefits package which includes private healthcare. We also provide competitive health subsidy, and access to our comprehensive wellbeing and savings programme throughout the year, to create an environment that supports everyone’s mental and physical health.

Company Values

• Mutuality – ensuring fairness amongst Club Members.
• Integrity – upholding high ethical, legal, and regulatory standards.
• Safety and Sustainability – contributing to safety of life at sea and the preservation of the environment.
• Transparency – building strong relationships based on trust and open communication.
• Excellence – enabling our people to realise their full potential as team members, industry experts, leaders, and managers.
• Collaborative – embracing flexibility, diversity, and inclusivity.

Steamship Insurance Management Services Ltd is committed to providing a great service to all our members. We pride ourselves on offering a people-centred culture that provides mutual respect and support for all our staff, and we welcome and encourage you to apply.