Assistant Company Secretary

OLIVER Agency; London; On-site; GBP 50,000 - 70,000; Full time

Job summary

OLIVER Agency is seeking an experienced Assistant Company Secretary to enhance our corporate governance framework. The role requires a legal background with strong compliance skills. You'll support various teams to ensure efficient operations and maintain our company secretarial obligations in a fast-paced environment.

Qualifications

• Minimum 5 years relevant experience in company secretarial roles.
• Experience with global entity management.
• Strong internal relationship building skills required.

Responsibilities

• Support compliance framework and maintain statutory books.
• Coordinate with finance and legal teams for necessary approvals and documentation.
• Conduct filings for UK companies and monitor legislation changes.

Skills

Communication

Problem Solving

Teamwork

Planning & Organising

Analytical Skills

Education

ICSA qualification or equivalent

Tools

Diligent

Job description

Established in 2004, OLIVER is the world’s first and only specialist in designing, building, and running bespoke in-house agencies and marketing ecosystems for brands. We partner with over 300 clients in 40+ countries and counting. Our unique model drives creativity and efficiency, allowing us to deliver tailored solutions that resonate deeply with audiences.

As a part of The Brandtech Group , we're at the forefront of leveraging cutting-edge AI technology to revolutionise how we create and deliver work. Our AI solutions enhance efficiency, spark creativity, and drive insightful decision-making, empowering our teams to produce innovative and impactful results.

Role: Assistant Company Secretary

Location: London, England, United Kingdom (3 Days a week from our London offices)

About the role:

We are looking for an experienced assistant company secretary ready to take on a demanding and rewarding role to support us strengthen our corporate governance framework. You would ideally come from a legal background with sound technical experience working in a global private company or similar, and must be comfortable working in a fast-paced commercial environment. The role reports into the Deputy Company Secretary and is part of the in-house legal team.

What you will be doing:

• Support the ongoing development of the Group company secretarial compliance framework, including compliance with legal and statutory obligations;
• Support the maintenance of statutory books globally;
• Support the legal and operational teams by providing timely answers to company information request for contracts, audits, pitches and on ad-hoc basis;
• Support the finance teams globally to ensure accounts are timely signed, have relevant board approvals and any other ancillary documents are ready for filing;
• Support the treasury team on day to day operational business requirements including preparation of company structure charts, providing company information and ongoing support on requirements related to KYC, opening and managing bank accounts;
• Liaise with lawyers, co-sec providers and notaries on an ad-hoc basis;
• Assist the tax team globally by providing company information and facilitating director signatures on tax filings and tax registrations;
• Register and lodge company updates on our central corporate management software system (Diligent);
• Support HR teams on PoA requirements globally and maintain the PoA schedule up to date;
• Carry out legalisation of documentation formalities as required, including liaising with notaries and ensuring their invoices are paid in a timely manner;
• Liaise with local directors, legal representatives, registered address service providers and ensure their invoices are paid in a timely manner;
• Guide the business to follow approval processes in line with the internal delegation of authority;
• Support on the execution of inter-company loans and service agreements;
• Conduct filings for UK companies including audit exemptions, confirmation statements and annual accounts with Companies House;
• Monitor changes in legislation and the regulatory environment affecting the Group and taking action accordingly.
• In addition to your technical skills, you will be well versed in building strong internal relationships with key departments and stakeholders in the business
• You will be open and willing to attend sustainability training relevant to your role and soak up recommended research and reading about sustainability issues

What you need to be great in this role:

The successful candidate should:

• Be able to demonstrate global entity management experience;
• Be able to demonstrate the ability to work in a global cross functional team;
• Be ICSA qualified or be working towards the qualification or be a qualified lawyer;
• Have at least 5 years of relevant work experience;
• Have working knowledge of Diligent;
• Have excellent communication skills;
• Demonstrate a strong analytical mind, an aptitude for problem solving and excellent communication skills;
• Be able to multi task;
• Be a confident team player;
• Be motivated, enthusiastic and have a “can do” attitude; and
• Communication
• Customer Focus
• Deliver Results
• Information Technology
• Interpersonal Skills
• Planning & Organising
• Problem Solving
• Self-Management
• Teamwork
• You can be the change - you prioritise environmental responsibility, social equity, and economic viability and how that translates into your day-to-day role

Our values shape everything we do:

Be Imaginative to push the boundaries of what’s possible

Be always learningand listening to understand

Be actively pro-inclusive and anti-racist across our community, clients and creations

OLIVER, a part of the Brandtech Group, is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential, and individual differences are valued and respected. All applicants shall be considered for employment without regard to race, ethnicity, religion, gender, sexual orientation, gender identity, age, neurodivergence, disability status, or any other characteristic protected by local laws.

OLIVER has set ambitious environmental goals around sustainability, with science-based emissions reduction targets. Collectively, we work towards our mission,embedding sustainability into every department and through every stage of the project lifecycle.

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