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applicants
Company Secretary _ Team Assistant
at Chubb INA Holdings Inc. London in London (Published at 27-09-2023)
Role profile :
Provides high quality administrative support to the Company Secretary and other staff in the Secretariat and Legal teams.
Key responsibilities :
Company Secretariat Administration
Maintains EMEA Group records via Diligent Entities and Company Secretariat Drives for companies and branches
Conducts electronic and hard copy filing of UK company documents at Companies House and assists with filings with the French Registry
Prepares quasi-legal documentation such as proxy forms, powers of attorney, tender documentation, etc
Collates Company Secretariat information at the request of the business
Maintains internal departmental system records, e.g. powers of attorney, material contracts, intranet pages, etc
Liaises with external providers of services, notaries, legal firms, auditors etc
Requests Certificates from Companies House e.g. Certificates of Good Standing
Maintains company organisational charts
Assist with induction process for Board members and senior executives, including due diligence requirements (e.g. passports, Criminal Record Checks)
and more
Formal Meeting administration
Creation and distribution of soft copy packs via Diligent for board, committee and other meetings
Load papers and resources on Diligent and maintain the Resources site
Archiving of packs and maintenance of Diligent, including replacement papers
Diary management
Manages shared Company Secretariat team Microsoft calendar and associated meeting schedules
Provides diary support to Company Secretariat and Legal teams
Meetings
Monitors and books meeting rooms using the on-line system or via Room Bookings and anticipates / respond to requests for catering
Liaise with peer group for internally based meetings, including directors’ availability list/locations
Assist in organisation of Legal & Compliance events
E-mails
Manages team inbox
Manages team’s e-mail during periods of absence or at a high level only
Travel
Organises occasional travel for Company Secretariat and Legal teams
Prepares itinerary for business trips, booking of conferences/training
Responsible for hotel, taxi and/or restaurant booking requests for the teams
General admin tasks
General administrative tasks, such as:
Organise new team member equipment including desk, IT kit and permissions, security badge and corporate AMEX card
Organise stationery & business cards for the team as required
Assistance with expenses for the Company Secretariat and Legal teams
Organise meeting arrangements for non-executive directors
Maintenance of templates e.g. letterheads, Executive Summaries, Action Logs, Agendas
Updating procedures to reflect changes and ongoing efficiencies
Act as point of contact for Company Secretariat
Telephone
Responsible for answering calls/taking messages when managers or team are unavailable
Invoice / purchase order management
Maintain and update Invoicing Log and invoicing records
Raise Purchase Orders and enter invoices onto purchase order system
Chase up outstanding / pending invoices
Reports
Some responsibility for report co-ordination, generation and data processing
Monitors and collates information from regular reports
Presentations
Preparation of presentations, likely to be using standardised templates and/or tidying up presentations
Post
Photocopying / scanning
Filing / archiving
Support / back up
Qualifications
Qualifications :
Good secretarial and organisational skills. Participation in basic level professional training advantageous
Experience :
Competent touch typist
Competent with office systems, especially Outlook and ability to pick up new systems quickly
Demonstrable oral and written communication skills
Experience of successfully prioritising own workload
Experience of dealing with senior internal and external contacts
Prior use of Diligent Boardbooks and Entities and dealing with Companies House advantageous
French language speaker advantageous
Flexible Working
We are open to discussing flexible working arrangements. This can be discussed with the Recruitment Business Partner managing this position.
Integrity. Client focus. Respect. Excellence. Teamwork
Our core values dictate how we live and work. We’re an ethical and honest company that’s wholly committed to its clients. A business that’s engaged in mutual trust and respect for its employees and partners. A place where colleagues perform at the highest levels. And a working environment that’s collaborative and supportive.
Diversity & Inclusion
At Chubb 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.
Provides high quality administrative support to the Company Secretary and other staff in the Secretariat and Legal teams.
Key responsibilities :
Company Secretariat Administration
Maintains EMEA Group records via Diligent Entities and Company Secretariat Drives for companies and branches
Conducts electronic and hard copy filing of UK company documents at Companies House and assists with filings with the French Registry
Prepares quasi-legal documentation such as proxy forms, powers of attorney, tender documentation, etc
Collates Company Secretariat information at the request of the business
Maintains internal departmental system records, e.g. powers of attorney, material contracts, intranet pages, etc
Liaises with external providers of services, notaries, legal firms, auditors etc
Requests Certificates from Companies House e.g. Certificates of Good Standing
Maintains company organisational charts
Assist with induction process for Board members and senior executives, including due diligence requirements (e.g. passports, Criminal Record Checks)
and more
Formal Meeting administration
Creation and distribution of soft copy packs via Diligent for board, committee and other meetings
Load papers and resources on Diligent and maintain the Resources site
Archiving of packs and maintenance of Diligent, including replacement papers
Diary management
Manages shared Company Secretariat team Microsoft calendar and associated meeting schedules
Provides diary support to Company Secretariat and Legal teams
Meetings
Monitors and books meeting rooms using the on-line system or via Room Bookings and anticipates / respond to requests for catering
Liaise with peer group for internally based meetings, including directors’ availability list/locations
Assist in organisation of Legal & Compliance events
E-mails
Manages team inbox
Manages team’s e-mail during periods of absence or at a high level only
Travel
Organises occasional travel for Company Secretariat and Legal teams
Prepares itinerary for business trips, booking of conferences/training
Responsible for hotel, taxi and/or restaurant booking requests for the teams
General admin tasks
General administrative tasks, such as:
Organise new team member equipment including desk, IT kit and permissions, security badge and corporate AMEX card
Organise stationery & business cards for the team as required
Assistance with expenses for the Company Secretariat and Legal teams
Organise meeting arrangements for non-executive directors
Maintenance of templates e.g. letterheads, Executive Summaries, Action Logs, Agendas
Updating procedures to reflect changes and ongoing efficiencies
Act as point of contact for Company Secretariat
Telephone
Responsible for answering calls/taking messages when managers or team are unavailable
Invoice / purchase order management
Maintain and update Invoicing Log and invoicing records
Raise Purchase Orders and enter invoices onto purchase order system
Chase up outstanding / pending invoices
Reports
Some responsibility for report co-ordination, generation and data processing
Monitors and collates information from regular reports
Presentations
Preparation of presentations, likely to be using standardised templates and/or tidying up presentations
Post
Photocopying / scanning
Filing / archiving
Support / back up
Qualifications
Qualifications :
Good secretarial and organisational skills. Participation in basic level professional training advantageous
Experience :
Competent touch typist
Competent with office systems, especially Outlook and ability to pick up new systems quickly
Demonstrable oral and written communication skills
Experience of successfully prioritising own workload
Experience of dealing with senior internal and external contacts
Prior use of Diligent Boardbooks and Entities and dealing with Companies House advantageous
French language speaker advantageous
Flexible Working
We are open to discussing flexible working arrangements. This can be discussed with the Recruitment Business Partner managing this position.
Integrity. Client focus. Respect. Excellence. Teamwork
Our core values dictate how we live and work. We’re an ethical and honest company that’s wholly committed to its clients. A business that’s engaged in mutual trust and respect for its employees and partners. A place where colleagues perform at the highest levels. And a working environment that’s collaborative and supportive.
Diversity & Inclusion
At Chubb 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.
