Company Secretary Administrator – 12 Month FTC

Role Overview

• Provide day-to-day administrative support to the Company Secretariat team.
• Maintain well organised digital and physical filing systems for corporate documents, minutes, approvals, and statutory records.
• Manage shared inboxes, allocate queries, and ensure timely responses to internal and external information requests.
• Prepare general correspondence, briefing papers, trackers, and reports as required.
• Schedule and coordinate Board, Committee, and subsidiary meetings, including logistics, diary management, venue arrangements, and technology support.
• Assist in the preparation and distribution of meeting packs, agendas, and supporting papers.
• Maintain attendee lists, track RSVPs, and manage documentation circulations.
• Support minute-taking activities by preparing templates, capturing attendance, and assisting with version control and distribution.
• Support the upkeep of statutory registers, corporate records, and entity data using the entity management system (e.g., Diligent Entities or similar).
• Assist with the preparation and submission of routine statutory filings (e.g., confirmation statements, director updates, share-related filings), under supervision.
• Track key compliance deadlines and support the team in ensuring timely completion.
• Act as a first point of contact for internal and external enquiries, escalating where necessary.
• Coordinate information requests from auditors, regulators, and internal stakeholders.
• Maintain confidentiality and ensure sensitive documents are handled securely and appropriately.
• Assist with workflow management, process improvement exercises, and departmental planning.
• Help maintain CoSec policies, templates, and governance frameworks.
• Support onboarding and offboarding of directors, including documentation, induction materials, and system access.

Requirements

• Strong administrative and organisational skills, with excellent attention to detail.
• Ability to manage multiple tasks, prioritise effectively, and meet deadlines.
• High level of professionalism, discretion, and confidentiality.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience in a corporate, legal, governance, or professional services environment.

Benefits

• People first. Always.
• Energetic, inspirational, and supportive workplaces