Company Secretarial Assistant Manager

Itchyfeet; United Kingdom; On-site; GBP 45,000 - 65,000; Full time

Job summary

Itchyfeet in the United Kingdom is seeking a Company Secretarial Assistant Manager to join a dynamic team. The role supports real estate and private equity clients, ensuring adherence to internal policies and efficient operation.

You will manage board meeting logistics and help maintain governance documents. You will oversee calendars, prepare agendas and minutes, engage with directors and clients, and supervise junior staff.

Qualifications

• Educated to at least A level or equivalent.
• Excellent attention to detail, organisation, and strong written and verbal communication skills.
• Proficient IT skills, including experience with Microsoft Office.
• Holding or working towards CGI or similar qualification, or willing to study for a relevant professional qualification.
• A minimum of 2+ years of demonstrable company secretarial experience, ideally in a fund or corporate administration environment.

Responsibilities

• Oversee scheduling of client board meetings and ensure smooth operations.
• Prepare, review and issue meeting agendas, board packs, and materials in advance of board meetings.
• Maintain up-to-date board meeting trackers, document trackers, and calendar of approvals.
• Update, review, and maintain share, director, and secretaries' registers.
• Assist/lead on company secretarial-related projects, including transactions, and regulatory filings.

Skills

Attention to detail

Organisational skills

Verbal communication

Written communication

Education

A level standard

CGI or similar qualification

Tools

Microsoft Office

Job description

Our client is looking for a Company Secretarial Assistant Manager to join their dynamic team. This full-time position represents an excellent opportunity for an individual with company secretarial experience to enhance their career within an established organisation. In this role, you will provide comprehensive support for both new and existing real estate and private equity clients, ensuring adherence to internal policies and efficient operation.

Job Duties:

• Become familiar with the Company’s policies and procedures, inclusive of checklists.
• Oversee and plan the scheduling of client board meetings to ensure smooth operations.
• Manage the annual calendar of board approvals in accordance with the structure’s key documents.
• Prepare, review and issue meeting agendas, board packs, and materials in advance of board meetings.
• Provide professional support and clear communication to boards of directors via email and in person.
• Attend client-facing board meetings as company secretary, presenting the agenda and company secretarial report.
• Prepare and review board meeting minutes and resolutions promptly.
• Track and complete board meeting action points.
• Maintain up-to-date board meeting trackers, document trackers, ratification schedules, annual calendars, and conflict registers.
• Update, review, and maintain share, director, and secretaries' registers.
• Prepare and review corporate governance documents for board meetings.
• Understand filing triggers with the Guernsey Registry and GFSC, and prepare regulatory/statutory submissions to meet deadlines.
• Coordinate the review and signing of documents by the board of directors.
• Identify and resolve incomplete instructions or information prior to board circulation.
• Track board approvals, final documents, and necessary ratifications.
• Lead on company secretarial aspects for transactional work including transfers, fund closings, and liquidations.
• Assist with the incorporation of new entities, onboarding, dissolutions, and liquidations.
• Demonstrate technical knowledge of Company Secretarial practices, Corporate Governance, and Guernsey Company Law.
• Maintain accurate statutory folders and good electronic filing practices.
• Develop and maintain strong relationships with clients and external parties, managing client expectations proactively.
• Monitor client mailboxes and junior team members' workloads to delegate tasks effectively.
• Foster a cohesive culture among different teams within the business.
• Ensure administration agreements capture all variable/chargeable fees for your client portfolio, with quarterly invoices raised in line with deadlines.
• Liaise with external parties, including investment managers, legal firms, and banking providers.
• Assist/lead on company secretarial-related projects, ensuring timely delivery and training.
• For Assistant Manager: Line-manage junior team members, setting and measuring objectives during the annual performance cycle.
• For Assistant Manager: Ensure team deadlines and key performance indicators are met, acting as a quality control reviewer.
• For Assistant Manager: Hold signatory responsibility for internal checklists and payments.
• Undertake any other ad-hoc duties as necessary.

Job Requirements:

• Educated to at least 'A' level standard or equivalent.
• Excellent attention to detail, organisation, and strong written and verbal communication skills.
• Proficient IT skills, including experience with Microsoft Office.
• Holding or working towards the CGI or similar qualification, or willing to study for a relevant professional qualification.
• A minimum of 2+ years of demonstrable company secretarial experience, ideally in a fund or corporate administration environment.

What You’ll Love:

Our client fosters a supportive and professional environment that encourages growth and development. You will have the chance to work alongside a dedicated team, engaging with a variety of clients and projects that will enhance your career in the company secretarial field.