Board and Company Secretarial Assistant

Phoenix Group Holdings; City of Edinburgh; Hybrid; GBP 35,000 - 45,000; Full time

Job summary

Phoenix Group Holdings is seeking a Board and Company Secretarial Assistant to join their Edinburgh office. The role involves providing high-level administrative support to the Board, managing schedules, and facilitating hybrid meetings. Applicants should have experience in financial services and strong IT skills, with a focus on teamwork and confidentiality.

Benefits

Private medical cover

38 days annual leave

Excellent pension

12x salary life assurance

Income protection

3x volunteering days

Skills

Attention to detail

Confidentiality

Communication

Event management

Liaising with executives

Tools

Microsoft Teams

Outlook

Word

Powerpoint

Excel

Job description

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Board and Company Secretarial Assistant, Edinburgh

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Client:

Phoenix Group Holdings

Location:

Edinburgh, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Reference:

1f23e9949fc6

Job Views:

7

Posted:

04.06.2025

Expiry Date:

19.07.2025

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Job Description:

Job Type:Permanent

Location: This role will be based in our Edinburghor Birmingham office with time spent working in the office and at home. You will be required to travel for Board Meetingswhen appropriate which are typically held in London or Edinburgh.

Flexible working:All of our roles are open to part-time, job-share and other types of flexibility. We will discuss what is important to you and balancing this with business requirements during the recruitment process.

Closing Date: 4.6.25

Salary and benefits: From £35,000 dependent upon experience plus 8 - 16%bonus, private medical cover, 38 days annual leave, excellent pension, 12x salary life assurance, career breaks, income protection, 3x volunteering days and much more

The role

As part of a team of Board & Company Secretarial Assistants you will provide high quality and professional administration support to the Board and Committees within the Group, You will take responsibility for:

• Managing the central calendars by scheduling meetings, liaising with directors and members, in line with annual plans and adhoc meetings which may be required.
• Act as a key point of contact forthe Non-Executives, to include the Chairs, for all queries relating to meeting arrangements, administration, papers and expenses.
• Provide high quality in-meeting support on logistics to include video conferencing, catering, IT, travel and room bookings.
• Support the Assistant Company Secretary and Senior Company Secretarial Assistants with preparing agendas and meeting plans, to include co-ordinating board packs and resource documentation.

What are we looking for?

• Experience of liaising with Executive Committee (“ExCo”) members or at least ExCo +1 within a financial services company, ideally FTSE100.
• Experience of facilitating hybrid meetings with Microsoft Teams.
• Familiarity with meeting logistics, event management and expenses.
• Experience or knowledge of Diligent Boardbooks is preferable and essential to have strong IT skills to include Outlook, Word, Powerpoint and Excel.
• Someone who has an ability to work on their own initiative, is self-motivated but is also flexible to work as a team.
• Someone who has excellent attention to detail, who is a confident but respectful communicator and stakeholder manager
• Someone who is responsive to urgent and competing demands, who is able to meet deadlines and willing to provide additional support to colleagues, if needed.
• Show dependability and, given that you are working in a highly regulated environment and will often be working with confidential or sensitive information, discretion and confidentiality is vital.

Who are we?

We want to be the best place that any of our 6,600 colleagues have ever worked.

We’re the UK’s largest long-term savings and retirement business. We offer a range of products across our market-leading brands, Standard Life, SunLife, Phoenix Life and ReAssure. Around 1 in 5 people in the UK has a pension with us. We’re a FTSE 100 organisation that is tackling key issues such as transitioning our portfolio to net zero by 2050, and we’re not done yet.

We want to hire the whole version of you.

We are committed to ensuring that everyone feels accepted and welcome applicants from all backgrounds. If your experience looks different from what we’ve advertised and you believe that you can bring value to the role, we’d love to hear from you.

If you require any adjustments to the recruitment process, please let us know so we can help you to be at your best.

Please note that we reserve the right to remove adverts earlier than the advertised closing date. We encourage you to apply at the earliest opportunity.