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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 : 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.