Overview
Company Secretarial Administrator Jobs in London Area, United Kingdom at Allegis Global Solutions
Title: Company Secretarial Administrator
Company: Allegis Global Solutions
Location: London Area, United Kingdom
Client: leading pharmaceutical company
Location: Central London
Duration: between 12 and 24 months
Pay rate: £17.94 per hour (PAYE – Inside IR35)
Work type: on-site, 3-4 days per week
Purpose
The primary purpose of this role is to arrange and log the legal execution of documentation for the Group’s UK incorporated or registered subsidiary companies (approximately 80) in accordance with the company’s document execution process – known as “DocEx”.
The Company Secretarial Administrator will also assist with the management of Corporate Secretariat’s relationships with the company’s subsidiary companies around the world, with a view to ensuring that appropriate corporate approvals are sought in advance of relevant local matters and transactions.
Key responsibilities
Jointly with other members of the Corporate Secretariat DocEx team:
Operate the document execution process via the “Docutrack” online tool, including logging of information; preparation of documentation for approval and execution (hardcopies and electronically); preparation of board approval minutes where required; updating the relevant tracking and control systems; and liaising with internal and external parties to ensure compliance with recommended guideline pertaining to the document execution process.
Liaising with public Notary to arrange the notarization and legalization of documentation, where required.
Maintain a register of Powers of Attorney executed by UK subsidiary companies.
Ensure all signed minutes, Powers of Attorney and other relevant documents are correctly saved and filed.
Support the scheduling of signing meetings and the filing of documents in connection with the annual statutory accounts of subsidiary companies.
Assist with other ad hoc projects.
Accountability
Manage any external costs incurred appropriately (no budget signing required).
Provide practical advice to other users of Docutrack.
Principal relationships are with company contacts globally: country managers, finance managers, legal managers and company secretaries; where influencing and personal relationships are important to ensuring smooth administration and compliance with processes. Global contacts have a range of levels of understanding of technical material and English will not always be a first language.
Manage relationships and service levels with third party suppliers: for example, the Company’s external Notary.
A regular presence in the company’s central London office is required (to manage signatures of hard copy documents and so send and receive documentation by post and courier).
Complexity
Changes in legislation, company processes and Corporate function processes and procedures are frequent and often without warning, these changes have a significant impact on the role. Professional work must be conducted in a way that anticipates and responds to these changes to ensure compliance. The job holder must maintain an awareness of internal and external changes and must be able to understand the impact on their professional practice and the processes they manage and contribute to.
Influencing and positive relationship building with UK and global contacts is essential to the smooth operation of their area and achieving compliance with processes.
The job holder works across all company Departments globally and has interaction with all levels of company staff.
Skills and qualifications
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