Company Secretarial Assistant (12 month FTC)

MS Amlin Corporate Services; Greater London; Hybrid; GBP 26,000 - 32,000; Full time

Job summary

MS Amlin Corporate Services is seeking a Company Secretarial Assistant (12 month FTC) in London to provide governance and administrative support to the Company Secretarial function. The role involves managing Board/ committee meetings, calendars, KYC materials and SharePoint content, ensuring accuracy and timely delivery.

You will help build board packs, draft agendas, coordinate director training, and maintain paper deadlines and filing.

Qualifications

• Experience in governance, legal or corporate administration preferred.
• Highly organized with ability to meet deadlines.
• Excellent attention to detail and accuracy.
• Strong communication with senior stakeholders.

Responsibilities

• Support meeting management for Board and committees.
• Ensure accurate invitations, room bookings and catering when required.
• Maintain attendance trackers, action logs and records.
• Coordinate director training programme planning and delivery.
• Build Board packs using Diligent Boards and ensure timely publication.
• Draft agendas, papers and track follow-up actions.
• Manage SharePoint site, calendars and team resources.

Skills

Organisation

Communication

Attention to detail

Teamwork

Learning mindset

Tools

Microsoft 365

Job description

Role: Company Secretarial Assistant (12 month FTC)

Location: London

Position: Fixed Term Contract

About The Job

The Company Secretarial Assistant will provide high-quality operational, administrative and governance support to the Company Secretarial function, helping ensure that meetings, calendars, records, SharePoint content, KYC materials and team processes are well organised, accurate and delivered on time.

While there is rarely a typical day, here's a snapshot of some of the key parts of the job:

• Support meeting management for Board, committee and management committee meetings, working with Company Secretarial colleagues, Executive Assistants and relevant stakeholders.
• Ensure meetings are correctly organised, invitations are accurate, rooms are booked, catering is arranged where required and apologies are recorded.
• Maintain attendance trackers, action logs and meeting administration records.
• Support and coordinate the director training programme, including annual planning, scheduling, tracking and delivery support.
• Build Board and committee packs using Diligent Boards and support paper collation, quality checks and publication deadlines.
• Prepare first drafts of agendas, request and collate papers, and track follow-up actions.
• Own the annual Board and committee calendar process, including scheduling, coordination with stakeholders, invite maintenance and paper deadline communications.
• Maintain calendar and meeting information on SharePoint and ensure Executive Assistants and team assistants have up-to-date meeting dates and deadlines.
• Draft routine Company Secretarial documents, including agendas, written resolutions, KYC forms, statutory filings, confirmation statements, director appointment documentation and related forms.
• Maintain KYC templates, coordinate KYC requests, liaise with relevant departments and maintain corporate structure charts and management committee structure charts.
• Manage the Company Secretarial inbox daily, resolving or allocating queries as appropriate.
• Provide Company Secretarial support to service companies under the supervision of the Senior Assistant Company Secretary.
• Own and manage the Company Secretarial SharePoint site, including templates, guidance, calendars and team resources.
• Support the development of AI-enabled Company Secretarial processes and help maintain effective use of approved tools across the function.
• Provide other Company Secretarial and administrative support as required.

What you'll need:

For this particular role there are some important qualifications and experience we need you to have. These include:

• Ideally experience in a Company Secretarial, governance, legal, compliance or corporate administration environment would be beneficial but is not essential.
• Highly organised, proactive and able to manage competing deadlines.
• Strong attention to detail and commitment to accuracy.
• Good communication skills and ability to engage professionally with senior stakeholders, assistants and colleagues across the business.
• Collaborative, service-focused and willing to learn.
• Good working knowledge of Microsoft 365, including Outlook, Word, Excel, SharePoint and Teams.
• Interest in using approved AI tools such as Copilot, ChatGPT or Claude to improve efficiency, drafting and knowledge management.

Development and Employee Proposition

• Study support for relevant Company Secretarial, governance or professional qualifications, subject to policy and role requirements.
• Exposure to Board, committee and senior stakeholder governance within a regulated insurance environment.
• Opportunities to develop technical governance, statutory, regulatory and legal entity management expertise.
• Opportunity to contribute to the development of an AI-enabled governance framework and modern Company Secretarial operating model.
• Career development through progressive responsibility, cross-functional projects and involvement in governance transformation.

What Can You Expect From Us?

As well as a competitive base salary and performance related discretionary bonus, here is a link to our employee benefits - Benefits of working at MS Amlin | MS Amlin

Hybrid Working

At MS Amlin we operate a hybrid working model to empower our people with flexibility to blend where they work. We value collaboration and believe that we work better together, our teams typically do 3 days a week in the office.

About MS Amlin

MS Amlin is a leading (re)insurer and part of the global MS&AD Group, with operations across Lloyd's of London, the Middle East, and Asia Pacific. With over 120 years of experience, we support businesses facing complex and demanding risks, providing continuity in an uncertain world. Our expertise covers Property, Casualty, Marine, Crisis Management, Natural Resources and Reinsurance, backed by strong underwriting cap