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Team assistant (Company Secretariat Team) Full Time

at Howden Group Holdings London in London (Published at 27-09-2023)



From day one, our mission has been to create an independent business with a unique culture – one that is controlled by the people who work for it. Finding the most talented and entrepreneurial people has always been key to our success.



People come to Howden Group Holdings for lots of different reasons, but they stay for the same one: our culture. That’s what sets us apart, and why we nurture and retain the best talent in the market. Whatever your priorities – work/life balance, career progression, sustainability, volunteering - you’ll find like-minded people driving change at Howden Group.



ROLE PURPOSE:



You will focus the majority of your time on providing secretarial support to the Company Secretariat in Howden Group Holdings, focusing on a range of administrative support tasks. You may also provide personal support to a nominated manager/managers, requiring diary and email support, as necessary.



Reporting To:


  • Group Company Secretary




Key Accountabilities:


  • Assist with advance planning of future board and committee meeting dates for a number of Group UK entities (liaising with PAs and directors to identify suitable dates, issuing meeting invites and making meeting arrangements) including production of an annual schedule of meetings

  • Request and collate updates on matters arising from board and committee meetings

  • Drafting of agendas, minutes and matters arising templates as required

  • Circulating ‘Request for Papers’ notifications, then liaising with directors and committee members for papers and uploading them on Diligent Boards / issuing the Diligent Boards notifications to ‘publish’ the papers

  • Review final board and committee documentation for completeness, accuracy, quality, corporate style and format

  • Providing relevant management information as and when required, and responding to KYC requests from the businesses / partners

  • Co-ordination of quorate / paper board and committee meeting approvals on behalf of the Group Company Secretary, as well as Major Shareholder consents

  • Collate and publish board and committee papers using Diligent Boards

  • Ownership of electronic and paper filing systems across the team

  • Making meeting and (where required) travel arrangements for the Company Secretariat, including team meetings and social events throughout the year

  • Occasional processing of large volume pending events such as share transactions on Diligent Entities or other team platforms (and potentially day to day events depending on materiality)

  • To maintain up to date passports for all UK entity directors

  • Producing reports on companies/directors/shareholders from Diligent Entities, or other similar requests

  • Compilation and maintenance of a file of share certificates for the Group’s investments



  • Acquiring board and committee member signatures where required and electronic / hard copy filing of documents

  • Process shareholder-related payments in liaison with the Shares team

  • Develop relationships with administrative support staff to provide support/exchange information

  • Ad hoc duties commensurate with the role




Personal Development:


  • Actively undertake personal development to ensure up to date knowledge and understanding of best practice, particularly in relation to board paper and board meeting governance

  • Remain aware of external, industry, legal and regulatory developments etc to ensure practice and outputs are of a sufficiently high standard

  • Keep informed of all legal and regulatory developments relevant to the Group




Regulatory and Compliance:



The Board of each Group Operating Entity requires the highest standards of corporate governance, operational excellence and financial reporting throughout the Group from all its employees. Specific responsibilities are listed below:


  • Ensure compliance of self with all applicable legal, fiscal and regulatory obligations in the form of policies and procedures

  • Ensure correct authorisation is acquired and processes followed when required by the Group in conducting own responsibilities

  • Ensure that own performance, HR and T&C records are up to date and meet the Group’s requirements

  • Maintain accurate records and deal with correspondence appropriately

  • Operate in an honest, professional and ethical manner

  • Strictly adhere to the Group Employee Code of Conduct

  • Complete all relevant regulatory training




KNOWLEDGE/EXPERIENCE


SKILLS/BEHAVIOURS


QUALIFICATIONS


  • Previous experience of working in a team assistant / secretarial capacity – ideally supporting a team

  • Experience of meeting planning for multiple boards and diary management

  • Understand the role of a secretary/PA

  • Able to use Microsoft office packages in particular Word and Excel



  • Attention to detail with ability to produce accurate documentation, professional documents which are visually appealing and correct with regards to grammar, layout and spelling

  • Ability to work effectively within a team and with board-level management

  • High degree of integrity and confidentiality

  • Prioritisation and organisational skills – able to demonstrate flexibility with regards to working hours when required and is able to produce a high quality of work within short deadlines

  • Proactive – is able to anticipate issues and rectify these on behalf of their manager/team

  • Internal networking skills – understands the organisation and where to find answers/relevant resources

  • Self-motivated

  • Numerate – able to create spreadsheets and manage expenses processes

  • Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders

  • Portrays a professional and polished image of the team to all external contacts

  • Educated to GCSE standard

  • May hold technically relevant qualifications e.g Word processing/ secretarial qualification




What do we offer in return?



A career that you define.



Yes, we offer all the usual rewards and benefits - including great healthcare provision, a wide variety of wellbeing offers, competitive salary, generous pensions and more - but we know you expect all that.



What you might not expect is a job where everyone has a voice, where volunteering in the community is part of the day job, and where everyone is encouraged to play a part towards our sustainability goals. We want people who want to make a difference - not just in the workplace, but in the industry and in the wider community.



Our Culture: People First


We are proud to be at the global table, but we are most proud of our culture. It has been built on a single and constant set of principles over more than 25 years, and it has helped us become:




  • An international group with independence and people at its heart



  • A home for talent with a unique culture: the biggest small company in the world




The focus on being a People First business has always been at the very heart of the Group. David’s vision was to create an independent business with a unique culture; one that would survive and thrive as a business controlled by the people working for it. Finding the most talented and entrepreneurial people to join the Group has been and will continue to be key.



Diversity & Inclusion


At Howden Group Holdings we consider our people our chief competitive advantage and as such we treat colleagues, candidates, clients, and business partners with equality, fairness and respect, regardless of their age, disability, race, religion or belief, gender, sexual orientation, marital status or family circumstances.



Additional Job Details



Worker Type:

Permanent


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