Assistant Company Secretary

Job description

Function Information

The Corporate Secretary Function comprises a small team aligned to the Partnership Office (which supports the Senior Partner, Board and Executive Board) at Canary Wharf with responsibility for the management of the governance and meetings infrastructure supporting the Board (and its committees) and the Executive. The role involves working closely with Executive leadership, Senior Partner, Deputy Chair, Chief Risk Officer, General Counsel, Board members, Committee Chairs and Independent Non-Executives.

The successful candidate will be a qualified governance professional working in a company secretarial role in a substantial organisation with experience in managing Board and Committee meetings. Inter-personal skills are key as you will be interacting with and advising Board members and other senior stakeholders on a daily basis.

The main purpose of the role is to provide end to end meetings support for specified committees.

Specific responsibilities will include:

• Preparing meeting agendas for review by Committee and Board Chairs
• Timely compiling and publishing of Board and Committee papers (using Diligent and SharePoint)
• Providing effective and seamless cover for the other Assistant Company Secretary during periods of annual leave
• Producing accurate and timely minutes of meetings
• Reviewing and updating annual meeting planners for Committees
• Upholding and demonstrating best practice standards of corporate governance
• Tracking and following up of actions raised at meetings
• Maintaining an archive of Board and Committee meeting papers and minutes and responding to requests for documentation
• Maintaining the Function’s Document Management System

Wider activities:

• Ensuring that governance information on the KPMG website and intranet is up to date
• Assisting with the drafting of governance documents
• Ad hoc projects in connection with the governance of KPMG
• Maintaining records of appointments and resignations for Board and Executive members
• Preparing high quality governance resources and templates
• Supporting diary management for meetings; dealing with room bookings and logistics
• Secretariat inbox management

Qualifications, Experience and Skills

• Qualified Chartered Governance Professional with a ACIS accreditation;
• Demonstrable experience of end to end servicing of a Board or Committee in a complex organisation following best practice meetings governance;
• Delivery of concurrently running projects and prioritising and reconciling conflicting demands;
• Excellent organisational and project management skills;
• Self-sufficient, confident and proactive individual who is prepared to take a hands-on approach to managing their workload using their own initiative;
• Ability to interact effectively and build relationships with senior leaders and wider firm;
• Excellent interpersonal and communication skills, written, spoken and presentational
• Strong organisational skills with an ability to produce high quality work to tight deadlines;
• IT: proficiency in Microsoft Office applications and digital board pack solutions.