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  • Job reference: RMS0196805

Company Secretarial Assistant

  • Sector: Commercial
  • Location: London
  • Job type: Permanent
  • Date posted: 11/07/2018
  • Duration: 12 months
  • Time left:
    d h m s
    (09/08/18)
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The Role:
The Role
Based in the head office in London, the Company Secretarial Assistant will be required to provide a full range of company secretarial services to the company and all group companies. The role will support and assist the Deputy Company Secretary and Company Secretary and other members of the Legal and Finance departments with ad-hoc projects.

Key Accountabilities

Legal Entity Management & Group Wide Business Unit Support
* Responsible for legal entity management across the Group (approximately 60 subsidiaries).
* Support new country-entry as required, including company incorporation and set up of local compliance support.
* Responsible for the management of external suppliers supporting overseas entities, ensuring that service levels are maintained and costs appropriately managed.
* Responsible for statutory filings for all Group companies.
* Lead the process and coordinate internal departments to achieve dissolution and/or liquidation of surplus entities.
* Prepare Board/Shareholder Resolutions and Powers of Attorney for subsidiary companies as and when necessary.
* Co-ordinate legalisation and apostilling of documents for overseas business units as and when required.
* Management of Group-wide subsidiary Board changes, in accordance with the principles approved by the Executive Committee.
* Responsible for supporting the Finance Department with intercompany loan documentation and upkeep of the intercompany loan register and for supporting Treasury in the management and documentation required for bank account maintenance.
* Responsible for requisite resolutions and documentation to support the year-end intercompany dividend streaming process.
* Responsible for upkeep of the register of guarantees.
* Responsible for timely and accurate maintenance of statutory registers and company records using Blueprint (OneWorld).
* Prepare and maintain company letterheads for all subsidiary companies, and ensure correct use.

Legal & Regulatory Compliance
* Responsible for accurate and timely maintenance of share capital records and filings, including listing applications and block listing returns.
* Responsible for record keeping of Directors' interests and preparation of associated London Stock Exchange announcements.
* Maintenance and verification of Directors' conflicts of interests schedules.
* Prepare and release routine RNS announcements as required to fulfil the Company's continuing obligations.
* Responsible for the ongoing maintenance and updating of Confidential Project and Insider Lists in accordance with the Company's Share Dealing & Inside Information Policy.
* Responsible for processing share dealing approval requests in line with the Company's Dealing Policy.

Corporate Reporting
* Assist the Deputy Company Secretary with the drafting of relevant sections of the Company's Annual Report and Accounts and ancillary documents.
* Responsible for the production of year-end support packs for Directors.
* In conjunction with the wider team, provide support to the Finance team and Investor Relations through the half year and full year reporting processes.
* Work with Investor Relations to ensure that the corporate website is regularly updated.

Corporate Support
* Assist with the administration of the Company's Warrants, including processing exercise instructions and tracking ongoing activity.
* Provide Company Secretarial support as required for corporate actions, including, but not limited to share issuance, treasury work and Class 1 transactions.

Shareholder Services
* Support the planning and delivery of the Company's Annual General Meeting, including the preparation of associated Meeting materials.
* Dealing with shareholder correspondence and telephone enquiries; and liaising with the Company's Registrars on shareholder matters.

Corporate Governance
* Support the Company Secretary and wider team in the annual Corporate Governance compliance review and related reports to the Board.
* Responsible for coordinating the review and maintenance of the Company Secretarial elements of the Business Management System.

Board Support
* Responsible for drafting Board and Executive Committee papers on company secretarial/corporate governance matters as and when required.
* Review and maintain the Board Resource Library on the Company's online Board Portal, in conjunction with the Legal Assistant.
Share Schemes
* Manage the operation of the Company's tax advantaged employee share schemes, and assist with the administration of the non-tax advantaged schemes as required.

Major Challenges
* Management of a varied workload at peak times in the corporate cycle.
* The provision of clear guidance and advice to senior management on an ongoing basis.

Financial accountability / activity indicators
* Support the Company Secretary and Deputy Company Secretary in the active management of supplier cost, invoice processing and budget records.

Reporting to:
Deputy Company Secretary

The Company:
Skills / experience:
* Company secretarial experience in a UK listed environment.
* Understanding and experience in administering and managing UK statutory compliance.
* General business/commercial acumen.
* No specific oil industry knowledge is required for the role - the priority is company secretarial experience.

Knowledge (e.g. systems, software, procedures, regulations):
* Prior experience of Company Secretarial software (e.g. Blueprint, Lintstock, Diligent) advantageous but not ess

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