Company Secretarial Assistant - 3-6 month Interim

Hyperion Insurance Group
Green Street Green, UK
Closing date
26 Sep 2020

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Contract Type
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Role Definition:

To support the Company Secretarial team in the provision of Company Secretarial (including share-related) services to the Group's boards, shareholders and the business generally in accordance with Group policy.

To achieve targets, develop the business and deliver an excellent and comprehensive service.


Responsible for day to day administration of shareholder and corporate client accounts on Company Secretarial software, currently Diligent Entities, and other manual and computer-based systems through data entry, validation, management and reconciliation across systems, and drafting and managing correspondence with shareholders and the Group's advisers. To support the team, respond to queries and assist with any Company Secretarial or governance queries.

Key Responsibilities:

Company Secretarial Assistant Duties:

  • Responsible for providing support to the Company Secretariat, including but not limited to:
  • Assist in the arranging of board and committee meetings including board paper production and following up on board action points
  • Attend and minute non-regulated subsidiary board or committee meetings
  • Maintenance of Divisional 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 in the management of Group and Divisional subsidiary share transactions including drafting and issue of documentation to shareholders, transfer and allotment of shares and share-related reconciliations
  • Assist in maintaining Group subsidiary statutory records via Diligent Entities
  • Assist with the update and management of Group corporate structure charts and process maps
  • Drafting and proof reading documents (including minutes, annual reports etc.)
  • Filing forms and documentation with Companies House
  • Assisting with Group-wide projects and ad hoc matters
  • Update and management of Group corporate structure charts and process maps
  • Assist in the implementation and maintenance of an up to date, structured Company Secretariat filing and archiving system
  • Assist in M&A activity, Group-wide projects and ad hoc matters

Shares Administrator Duties:

Responsible for providing administration and customer service to shareholders and assigned corporate client accounts, including but not limited to:

  • Act as the project co-ordinator for various shares related projects, including but not limited to, the Internal Share Offer, the various Incentive Share Schemes, share allotments, share vesting and share capital increases
  • Interaction with shareholders including but not limited to the provision of general information related to their shareholdings, share schemes, and assisting shareholders with share transfers
  • Ensure accurate and consistent processing of share transfers and to perform regular reconciliations
  • Interaction with internal partners including but not limited to HR, Finance, Tax, Legal and with external partners including but not limited to share registrars, legal advisers and employee benefit trust
  • Review and resolve issues identified daily by team members and internal partners
  • Track open issues and escalate where appropriate
  • Produce financial and administrative reports from Blueprint and other sources as required
  • Support other team members with day-to-day activities
  • Learn, maintain and continuously expand knowledge of Diligent Entities and other sources including MS excel spreadsheets

Key Accountabilities:

  • Understanding the requirements of the Group and responding appropriately in dealing with a varied workload and sometimes conflicting priorities, with a good sense of humour
  • Ability to produce required material accurately and within required timescales
  • Dealing appropriately with confidential information
  • Responding promptly to requests for assistance

Knowledge and Experience:

Key Competencies (Skills and abilities needed to perform role):

  • Able to work with people of all levels of seniority
  • Technical knowledge and accuracy / attention to detail
  • Good communication and presentational skills
  • Organisational / time management skills and flexibility
  • Ability to deal with multiple tasks in a fast-moving environment

Key Competencies (Knowledge and experience):

  • 2-3 years'+ 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
  • Educated to degree level, ideally Finance or Law

Professional Qualifications :

  • ICSA part or fully qualified
  • Finance or Legal qualifications and experience useful
  • Willing to deal with shares administration and related processes and reconciliations including drafting of correspondence with shareholders, review of Articles of Association / shareholder agreements and Company Secretarial matters
  • 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
  • Competency with share-related technology and technical concepts
  • Strong analytical and organisational skills, and attention-to-detail
  • Experience providing great customer service
  • Comfortable in a fast-paced and rapidly evolving environment
  • Strong MS excel skills essential
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