Senior Company Secretarial Assistant in London

Reporting to: Deputy Company Secretary- TME & Sustainability

Position Type: full time, permanent, hybrid, 3 days in the office per week

Job Purpose

To proactively support the Company Secretarial team in providing company secretarial services to TMHCC International group of companies and to ensure compliance with relevant UK and overseas legal and regulatory requirements, and to ensure the overall smooth and efficient running of the TMHCC International governance structure. Working in a fast-paced team and reporting to the Deputy Company Secretary – TME & Sustainability, the SCSA will have accountability for company secretarial services for Committees/Groups and certain subsidiaries, including arranging Committee/Group meetings, liaising with key stakeholders, attending meetings and minute taking, and maintaining corporate records. The role will require the employee to develop an understanding of TMHCC International’s corporate structure and business and remain up to date on company law and sustainability matters.

Key Responsibilities

• Company Secretarial
  • Responsible for general company secretarial functions relating to Committees/Groups by ensuring timely and effective preparation for, administration of, and follow-up of all meetings.
  • Supporting junior members of the Company Secretarial team that provide support to Committees and Groups, sharing knowledge and experience and ensuring that high standards of governance are maintained.
  • Supporting and assisting in the preparation of and collation of forms and other documents for Companies House, other overseas company registries and regulatory bodies.
  • Supporting maintenance of the statutory and other records for all entities within the Tokio Marine HCC International group and assisting to ensure timely submission of statutory filings for those entities.
  • Overseeing the effective operation of the know your customer request process, providing support and guidance to other team members.
  • Support the Deputy Company Secretaries (UK and TME & Sustainability) on any other company secretarial matters where required.
• Meeting operation
  • Responsible for smooth operation of relevant Board Committees and sub-committees, including meeting planning, logistics, agenda setting and maintenance of the forward calendar.
  • Paper compilation, review for governance purposes, and distribution.
  • Attendance at Committee and sub-committee meetings and other relevant meetings for minuting, as required.
  • Ensure relevant policies and key governance documents such as Terms of Reference are updated and approved by the relevant governance forum.
  • Project work in support of business changes or continuous improvement initiatives, for example, corporate reorganisations or closure of dormant companies.
  • Overseeing company secretarial communications on the company intranet.
• Sustainability
  • Work closely with the Deputy Company Secretary – TME & Sustainability on sustainability matters at TMHCC International to provide support and undertake initiatives in respect of TMHCC International’s sustainability strategy.
  • Horizon scanning and conducting research into sustainability and related regulation, including climate risk and identifying areas that may impact TMHCC International.
  • Assist the Deputy Company Secretary – TME & Sustainability with drafting Sustainability documentation for Board committees and sub-committees as well as sustainability related reporting and disclosures.

Skills and Experience Specification

• Educated to degree level or equivalent experience and CGI (ICSA) qualified (or nearing completion).
• Previous company secretarial experience which includes company administration, board/committee support (including minute writing).
• Excellent communication skills – written and oral, with experience communicating with a range of internal and external stakeholders.
• Proactive and highly organized – able to prioritise and manage multiple tasks.
• Computer literate with an excellent knowledge of the Microsoft Office suite, including Word (extensive formatting experience), Excel and Power Point.
• Keen interest in sustainability and comfortable undertaking independent research and presenting findings and recommendations.

Personal Skills

• Ability to work proactively under own initiative, prioritise, handle time pressure and manage multiple projects at the same time with flexibility to adapt to shifting expectations.
• Self‑motivated, as well as a strong team player who can work collaboratively with and support fellow team members to achieve a goal, with a keen sense of ownership and desire for continuous improvement.
• Ability to delegate to and support junior members of the team where appropriate.
• Experience in a Financial Services regulated environment.

What We Offer

The Tokio Marine HCC Group of Companies offers a competitive salary and employee benefit package. The Tokio Marine HCC Group of companies is an equal opportunity employer.