To provide Company Secretarial and formal meeting support to the Chubb EMEA region of the Chubb Group.
Role responsibilities :
Company Secretariat
- Ensuring the timely completion and filing of all statutory documentation including the review of draft financial statements;
- Contribute to the maintenance of Diligent Entities and other statutory records;
- Conduct electronic and some hard copy filing of UK statutory company documents and liaise with Companies House in England and Scotland;
- Liaise with the formalist in France to make statutory filings for the French registered regulated entities;
- Assist with filing of documentation in other jurisdictions for updates to branch records, registrations and licence renewals;
- Prepare and process routine and non-routine Board and Committee minutes;
- Prepare legal and quasi-legal documentation such as proxy forms, powers/delegations of attorney, tender documentation etc;
- Liaise with the notaries to arrange for documentation to be legalised;
- Collate and provide corporate information at the request of the business and the shareholder;
- Maintain the Company Secretariat departmental files (mainly electronic);
- Maintain internal departmental system records, e.g. powers/delegations of attorney, filings at Companies House, etc;
- Maintain company organisational charts and close links reporting;
- Liaise with external providers of services, legal firms, auditors etc;
- Process Know Your Customer and due diligence requests;
- Assist with ad hoc projects e.g. governance reviews, liquidations;
- All the above in conjunction with the other Secretariat team members.
Corporate Governance
- To assist the Company Secretary and Deputy Secretary in ensuring the highest levels of corporate governance practices are consistently met, both in the UK and overseas jurisdictions;
- Assist with the development and consistent application of current Chubb group corporate standards and protocols for the region;
- Monitoring any changes to relevant legislation, regulation and good practice, communicating such changes with the Company Secretariat team and recommending appropriate action.
Formal Meeting administration
- Collate and distribute (usually via Diligent) soft copy packs for board, committee and other meetings;
- Arrange logistics for allocated formal meetings;
- Attend and minute some formal meetings and brief the Chairman on meeting content prior to the meeting;
- Produce minutes, agree their content with Chairman and relevant specialists and circulate them;
- Create and follow up meeting action lists.
- Drafting of Secretariat papers for meetings e.g. Routine Board Committee reports
Overseas liaison
- Liaise with contacts providing company secretarial services overseas;
- Ensure corporate records of relevant overseas entities are complete, shared and reviewed on a regular basis.
Reports/ information distribution
- Monitor and collate information for regular reports;
- Populate and contribute to maintenance of relevant repository and intranet sites through addition of secretariat information.
Invoice / purchase order management
- Review back up data for supplier invoices and enter some invoices onto purchase order system, BuyNow.
Diary
- Manage shared departmental calendar entries with respect to some formal board and committee meetings. (Role holder will have diary access to the Corporate Secretariat mailbox and other members of the team in order to respond to queries).
General Administration
- Role holder will carry out own typing, filing and other administrative duties.
- Provide support to other members of the Company Secretariat team when required during periods of absence and when peer workload pressures dictate.
Support / back up
- Provide support to other members of the Company Secretariat team when required during periods of absence and when peer workload pressures dictate.
Qualifications :
4-5 years relevant experience
Chartered Governance Institute (previously ICSA) or equivalent qualification preferable, although candidates with relevant experience will be considered.
Languages :
Beneficial if the candidate speaks French
Experience :
- Company secretarial practice experience essential
- Financial Services / Insurance experience desirable
- Experience within a professional environment essential
- Sufficient experience of systems to demonstrate a high level of facility with Diligent Board, Diligent Entities, Microsoft Office systems and to pick up other ad hoc processes
- Experience working with senior management
- Proven ability to work on own initiative and as part of a team
- Demonstrably good oral and written communication skills
Use of Diligent or other Board meeting management software desirable