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Company Secretarial Assistant Full Time

at Howden Group Holdings London in London (Published at 14-12-2023)



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 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.



An opportunity has arisen, for a company secretarial assistant to join this high profile, fast-paced Group. The respective roles will each provide a broad range of core company secretarial duties and support the department to achieve the highest governance standards by maintaining accurate and organised records.



There will be ample opportunity to get involved with a range of projects working with all team members. The role calls for a confident and upbeat company secretarial assistant with a good understanding of the company secretarial role and company law who is eager to learn and apply their knowledge.



As the Company Secretarial Assistant you will have responsibility to assist the Company Secretarial team in managing the provision of services to the Group’s boards, shareholders and the business in accordance with Group policy to achieve targets, develop the business and deliver an excellent and comprehensive service.


Key Responsibilities




  • Planning of meetings / preparation and circulation of agendas and papers for board, committee and shareholder meetings of UK and overseas subsidiaries (using Diligent Boards);



  • Attend and minute regulated and non-regulated subsidiary board or committee meetings;



  • Maintenance of statutory books to ensure timely and accurate filings including tracking and diligent filing of meeting minutes;



  • Liaise with and manage Divisional overseas entities in regard to their statutory records, filing and regulatory requirements;



  • Assist with the update and management of Group corporate structure charts and process maps;



  • Drafting and proof reading documents (including minutes, annual reports etc.);



  • Assist in the implementation and maintenance of an up to date, structured Company Secretariat filing and archiving system;



  • Prepare and circulate written resolutions of directors and shareholders;



  • Assist with subsidiary share award and incentive scheme implementation;



  • Provide assistance with the management of UK and non-UK Divisional subsidiaries, including in the UK Companies House filings and applicable corporate governance, and the maintenance of statutory registers using the Diligent Entities system;



  • Management and provision of management information in relation to subsidiaries, including responding to KYC requests, preparation of structure charts and fulfilment of notarial requests;



  • Assist with the integration of the company secretarial systems and records of acquired and newly formed and newly acquired subsidiaries;



  • Co-ordination of the board approval, signing and filing of UK statutory accounts;





  • Provide assistance with liquidations and dissolutions of Group subsidiaries which are inactive and dormant;



  • Responsible for the management of certain Company Secretariat BAU matters as agreed from time to time, for example the Review Manager process and the Group Structure Chart;



  • To provide ad hoc support as required to the Company Secretariat and to directors and senior management of the Howden Group;



  • To perform required tasks accurately and efficiently to the required standard and speed; and



  • Assist in M&A activity, Group-wide projects and ad hoc matters.




Core Responsibilities for All Staff




  • Deliver a personal performance that contributes towards the Group’s objectives;



  • Achieve lasting relationships with all parties (clients, markets, suppliers, third parties and other staff);





  • Consistently deliver an excellent and comprehensive service;



  • Ensure all dealings are carried out with integrity and professionalism;



  • Act in utmost good faith, in accordance with Group policies and never risk the Group’s reputation;





  • Continuously develop skills and knowledge;



  • Develop others where you are responsible for their performance; and





  • Maintain accurate records and deal with correspondence appropriately.




Key Accountabilities (What you are measured on)




  • Understanding the requirements of the Group and responding appropriately in dealing with a varied workload and competing priorities; Ability to produce required material accurately and within required timescales;



  • Ability to understand the needs of others and to deal with colleagues and Board members sensitively, with discretion and with a good sense of humour;



  • Dealing appropriately with confidential information; and



  • Responding promptly to requests for assistance.




Key Competencies (Skills and abilities needed to perform role)




  • Good communication skills including high quality regulated entity minute drafting;



  • Ability to make use of new technology and systems within the company secretarial environment, including new and additional modules within Diligent Entities;





  • Able to work with people of all levels of seniority;



  • Technical knowledge and accuracy / attention to detail;



  • Good communication and presenting skills;



  • Organisational / time management skills and flexibility; and



  • Ability to deal with multiple tasks in a fast-moving environment.




Key Competencies (Knowledge and experience)




  • 12-24 months’ experience in a company secretarial role, ideally in the insurance industry or in financial services;



  • Diligent Entities experience (or equivalent);



  • Diligent Boards experience (or equivalent);



  • Knowledge of existing UK statutory and regulatory legislation; and



  • Educated to degree level, ideally Finance or Law.




Professional Qualifications




  • Progression towards GradCG essential;



  • Finance or Legal qualifications and experience useful;



  • Ability in problem analysis, troubleshooting and resolution;



  • Able to communicate effectively and interact with a diverse range of personalities and roles both internally and externally;



  • Strong analytical and organisational skills, and attention-to-detail; and



  • Comfortable in a fast-paced and rapidly evolving environment.



Our Culture: People First



We’ve travelled far since opening our first office in 1994. Back then we were local experts – based in London, with direct access to the world’s biggest insurance market. We’re still locals, and we still deliver the right advice and the right insurance to our clients. But now, we’re local all over the world. With 15,000 global colleagues and a partner network spanning more than 100 territories, we are the largest independent insurance broker in the world. But our values haven’t changed since day one, when we set out to create a company grounded in:



  • An employee-ownership model

  • Aligned external investors

  • The trust and integrity born of friendship

  • Expertise

  • Independence




Our focus on being a people-first business has always been at the very heart of Howden. Our 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. Our employee ownership model sets us apart in the market. It’s created a culture of collaboration and innovation, where we’re driven to think bigger and empowered to challenge convention.



Our flat structure and entrepreneurial spirit help us attract the best people and empower them to be the best version of themselves. And when we bring in and nurture great talent, more follows. That makes us better – and that’s better for everyone.



Diversity & Inclusion


At Howden 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.
Permanent


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