Summary of role
To provide Company Secretarial and formal meeting support to CCLA and its various Boards/ Trustees. A key part of the role will be the successful running of Board and Committee meetings, which includes issuing agendas, collating papers, preparing meeting packs using PDF and Diligent and minute taking. Furthermore, the role holder will be a trusted support to the Deputy Company Secretary and cover for the Deputy Company Secretary, as required.
The role will be hybrid with the flexibility of partial remote working – three days in the Office.
Key Competencies
- 4-5 years relevant experience.
- Chartered Governance Institute (CGI) qualification preferable, although part qualified candidates or candidates with relevant experience will be considered.
- Regulated company experience desirable.
- Ability to communicate with a wide range of internal and external stakeholders.
- Excellent minuting skills.
- Competent in planning and problem solving – results oriented.
- Flexible and Adaptable.
- Positive, helpful and friendly attitude.
- Familiar with Boardbook Portal (Diligent or similar).
- Helpful to have some understanding of investment management.
Duties
Providing Board and Committee administration support, including:
- Preparing agendas for a range of external Board meetings, managing the meeting calendar and liaising with those responsible for preparing papers around deadlines, preparing meeting packs for distribution (using Diligent Boardbooks where applicable), and maintaining an actions schedule.
- The external Board and Committee meetings to be minuted include, but are not limited to, the CCLA Investment Management Limited (CCLA IM) Audit and Risk Committee, the Local Authorities’ Mutual Investment Trust (LAMIT) Board and AGM, the LAMIT Strategy meeting and the CBF Funds Trustee Limited (CBFFT) Audit Committee meetings. The role holder will attend and minute other external Board and Committee meetings when required.
- The role holder will attend and minute internal Committees and Project meetings when required.
- Working with the Company Secretary Assistant to arrange board meeting logistics including travel, accommodation, and itinerary arrangements.
- Supporting on Corporate Governance projects including annual reports, Board effectiveness reviews and Director onboarding.
Providing administrative support to the Company Secretarial Department including:
- Drafting meeting notices, Shareholder and Director resolutions and other Company Secretarial literature, as required.
- Year-round managing and maintenance of the corporate Company Secretarial Calendar.
- Statutory filing with Companies House and the Charities Commission, as required.
- Working with the Risk and Compliance and Control teams to co-ordinate FCA filings, as required.
- Working with the Deputy Company Secretary and Company Secretary Assistant to maintain statutory records and registers, including the Shareholder Register, Directors & Officers Register, Conflict of Interest Register and CCLA Authorised Signatory Lists.
- Actioning Know Your Customer (KYC) and Due Diligence requests.
- Actioning requests from internal and external auditors for the collation and provision of governance materials.
- Actively maintaining the Company Secretarial filing system.
- Supporting the Company Secretarial team with various ad-hoc projects and tasks, as required.
- Coaching and mentoring junior members of the team.
Supporting the Deputy Company Secretary including:
- Assisting the Deputy Secretary in ensuring the highest levels of corporate governance practices are consistently met.
- Covering for the Deputy Company Secretary, as required.