Company Secretarial Assistant

Job Description

What the Hiring Manager SaysQuilter Corporate Secretariat provides excellent Board Corporate Governance Advisory Support to our dual listed FTSE 250 company and its regulated subsidiaries. You will play a key role in our success bringing to the team your experience as a proven administrator to senior Board level executives. You will deploy your excellent attention to detail, strong stakeholder management skills and ability to collaborate andwork closely with other team members. As an ambassador for the team with our most senior stakeholders, your contribution will add value to the whole team in what you do and how you do it. To be successful in this role youll have a strong desire to work in a fast paced, but supportive team environment, where you will have the opportunity to make a difference. Our ideal candidate will employ their passion for excellence no matter what the task and have an ability to get things right first time, whilst adapting to the changes that working in a fast paced environment inevitably brings. Clare Barrett, Group Company Secretary About the RoleLevel: Level 3 Department: Corporate Secretariat Location: London, England Contract type: Permanent Board and Committee SupportA core part of your role will be to provide excellent support to the Directors of Boards and Board Committees including:

• Drafting meeting Agendas, Forward Calendars, Minutes and Board papers where relevant.
• Facilitating the preparation and distribution of Board and Committee meeting papers to Directors in line with agreed deadlines.
• Assisting the producers of Board and Committee papers by providing guidance on content and style of papers in line with the standards set by the Corporate Secretariat.
• Providing meeting support before and on the day of the meeting for the Company Secretary and Directors, ensuring the logistics are in place (such as, catering, IT support, managing guests and presenters).
• Collaborating with the Company Secretary and other members of the Board Support team by proactively sharing relevant information about the Boards / Committee you support.
• Support certain Quilter Directors by managing their travel arrangements,

You will also be expected to undertake various ad-hoc duties:

• Maintaining the team diary for the meetings you have booked.
• Arranging ad-hoc Board or Committee meetings and maintaining procedures and schedules.
• Maintain the minute book for signed original minutes and access permissions for Diligent Board Books for the Board and Committees you are responsible for.

Team activityIn addition to the Board and Committee work you will support the delivery of the team strategy and provide ad hoc support to the team. This may include:

• Routine statutory compliance for Quilter entities, including using Diligent Entities software to undertake routine filings.
• Support for ad-hoc stock exchange announcements on the LSE and JSE in relation to Quilters Issued Share Capital, dividends or share plans.
• Support for the Quilter plc year end activities, which includes drafting sections of the Annual Report.
• Ensuring the team intranet and extranet pages are maintained and kept up to date.
• Cost centre management for the team.

About YouApplications from people with diverse backgrounds enables our inclusive organisation to thrive. If you feel you dont match our job description exactly, why not take a chance on yourself and apply You could be exactly what this role needs.This role is suitable for a trainee company secretary or company secretarial assistant with proven board support experience. A good track record of supporting Boards and Committees and other formal meetings is preferred in a fast moving and challenging environmentideally in a listed company environment. You pay high attention to detail and have excellent oral and written communication skills. You have a service-oriented approach and keep calm under pressure. You will be highly organised and flexible with time management - you can prioritise and multitask at the same time whilst maintaining high standards of accuracy. You will be approachable and able to build constructive relationships with Board and Committee papers authors and senior executives so that deadlines can be met. You will possess a high level of computer skills, including advanced Word, Excel and Powerpoint. You may be a qualified or part qualified chartered secretary or be prepared to embark on the Chartered Governance Qualifying programme. Our purpose is to help the generations today and tomorrow to prosper. That means we must guide people through the complexity of planning for their future, with the right financial advice and investment solutions, so that they can have more secure financialfutures. In this ever-changing world, we see that our role in society has never been more meaningful, and we are committed to using our expertise and care to guide our customers through these challenging and unprecedented times. Our impressive talents and capabilities set us apart, but our unwavering commitment to our customers is what defines us. We truly believe that we have all the ingredients to be the very best in our industry, and we want great people with the care and creativitythat we need, to help us get there. We are passionate about building an inclusive culture where everyones contribution is valued, and our people can thrive. No matter what your role is or where you sit, your voice will matter. We hope you like what you hear and are interested in learning moreabout joining us. #LI-SM2 Core Benefits Holiday: 26 days Quilter Incentive Scheme: All employees are eligible to participate in our incentive scheme, based on the companys performance and their contribution to it Pension Scheme: 10% non-contributory company pension scheme that can be boosted through personal contributions Private Medical Insurance: Single cover as standard, cover can be increased at your own cost Life Assurance: 4x your salary, cover can be increased at your own cost Income Protection: 75% of salary payable after 26 weeks of absence In addition to our core benefits we offer a range of flexible benefits that you can choose from and pay for conveniently via a salary deduction.