Job description and person specification
Job Title: Company Secretarial Assistant – 12 months FTC
Division: Finance
Key Relationships: Beazley Board Directors, Executive Committee.
Job Summary: To support the Corporate Governance team in running an effective and efficient administrative and secretarial function for the Beazley group.
Key Duties and Responsibilities:
Company Secretarial
- Provide complete and accurate administration services to the Corporate Governance team including: maintaining the entity management system, filing forms with Companies House, managing the team email account, dealing with routine correspondence and enquiries, maintenance and updating of departmental logs
- Organise meetings as instructed including scheduling dates and logistics
- Coordinate the production of Board and Committee packs on Board Intelligence in accordance with the agreed timelines, including the drafting of agendas, paper requests and skeleton minutes
- Maintain the Board and Committee agenda plans
- Manage the Board and Committee action logs on a timely basis
- Prepare meeting packs for the team prior to meetings
- Manage the company secretarial calendar including scheduling team meetings and setting reminders for key events
- Ensure Beazley Group Company and Committee minute books are complete and up to date
- Maintain the statutory books and records of various Beazley companies and ensure all statutory returns are completed accurately and in a timely manner
- Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team
- Support the Group Company Secretary and other members of the team as directed
- Manage ad hoc tasks/projects as requested by the team
Personal Specification:
Education and Qualifications
- Willingness to work towards a chartered secretarial qualification is desirable
Skills and Abilities
- Excellent attention to detail
- Able to communicate effectively with others, both verbally and in writing, ability to be able to listen
- Ability to be adaptable to changing circumstances
- Able to manage uneven workload and respond quickly to ad hoc queries from the business
- Strong organisational skills
Knowledge and Experience
- Experience with interacting at Executive level
- Experience with production of Board and Committee packs
- Experience with calendar and meeting management
Aptitude and Disposition
- Outcome focused, self-motivated, very flexible and enthusiastic
- Professional approach to successfully interact with senior management /colleagues/ external suppliers
- Diplomatic
- Able to work as part of a team and use own initiative