Company Secretarial Support Officer

Citi; Belfast; Hybrid; GBP 35,000 - 50,000; Full time

Job summary

A global financial institution in Belfast is seeking a Company Secretarial professional to support Board and Committee activities. Responsibilities include organizing meetings, drafting minutes, and ensuring data integrity. The ideal candidate will have experience in a similar role, strong attention to detail, and excellent communication skills. Join this organization for a competitive salary and a supportive work environment with generous benefits.

Benefits

Generous holiday allowance starting at 27 days

Discretionary annual performance-related bonus

Private medical insurance

Employee Assistance Program

Pension Plan

Paid Parental Leave

Special discounts for employees

Qualifications

• Background in professional services firm or in-house company secretarial team.
• Previous Board and Committee meeting exposure, including drafting minutes.
• Ability to establish rapport with businesses regarding meetings.

Responsibilities

• Assist in organizing Board and Committee meetings, including agenda setting.
• Independently respond to email queries from the business.
• Maintain data integrity of databases and online portal facilities.

Skills

Excellent organizational skills

Strong attention to detail

Excellent verbal and written communication skills

Interpersonal communication skills

Ability to work under pressure

Job description

Overview

Are you looking for a career move that will put you at the heart of a global financial institution? This role is central to Citi’s Legal Company Secretarial team, which supports both Board and Management. This includes a total of 6 Independent Non-Executive Directors and the role involves frequent Board and Senior Management engagements. The team also supports 50+ active UK entities, where regular legal and governance issues require attention.

By Joining Citi, you will become part of a global organization whose mission is to serve as a trusted partner to our clients by responsibly providing financial services that enable growth and economic progress.

What you’ll do

This role would suit a candidate who is in the early stages of their Company Secretarial career. The position will involve full on-the-job training in a range of tasks to support the Boards and Committees of our UK regulated legal entities, as well as providing legal entity management support to a broad portfolio of other controlled entities in the UK. The role will face a wide range of internal and external stakeholders and departments and at a senior Executive level.

A typical day in the role will involve assisting in the organization of Board and Committee meetings, including agenda setting, meeting pack preparation, minute taking and logistics support. Additionally, the role involves legal entity management tasks such as Power of Attorney maintenance, maintenance of statutory registers, delegated signatory lists and responding to Know Your Client (KYC) requests. More specific tasks might include:

• Organizing Board and Committee meetings, liaising with Chairs, presenters and other attendees, gathering, review and distribution of materials for presentation to the meetings, preparation of agendas, attendance at meetings.
• Drafting and circulating minutes and following up with the business in respect of action items to be completed.
• Independently responding to email queries from the business.
• Maintaining the data integrity of all relevant databases, software and online portal facilities.
• Oversight and maintenance of UK legal entities’ delegated signature lists, including collation of specimen signatures and periodic attestations.
• To maintain and share, as requested, UK legal entity corporate data held by the department for KYC requests.
• To assist in corporate projects.
• General duties, including but not limited to maintenance of UK structure charts, preparation of invoice payment requests, liaising with law firms and notaries, obtaining certificates of good standing from Companies House.

What we’ll need from you

The successful candidate will ideally have the following experience:

• A background in either a professional services firm or an in-house company secretarial team would be advantageous. Previous Board and Committee meeting exposure, including drafting of minutes.
• The ability to establish a rapport with a wide-range of businesses, particularly in respect to matters associated with Board and Committee meetings.
• Strong attention to detail, ability to meet tight deadlines, excellent organisational skills.
• Works well as part of a multi-jurisdictional team and ability to travel between Belfast and London if required.
• Fostering a positive environment through open communication and a willingness to get assigned tasks complete.
• Excellent verbal and written communication skills.
• Excellent interpersonal and communication skills.
• The ability to work under pressure and to deadlines.

What we can offer you

We work hard to have a positive financial and social impact on the communities we serve. In turn, we put our employees first and provide the best-in-class benefits they need to be well, live well and save well.

By joining Citi Belfast, you will not only be part of a business casual workplace with a hybrid working model (up to 2 days working at home per week), but also receive a competitive base salary (which is annually reviewed), and enjoy a whole host of additional benefits such as:

• Generous holiday allowance starting at 27 days plus bank holidays; increasing with tenure.
• A discretionary annual performance related bonus
• Private medical insurance packages to suit your personal circumstances.
• Employee Assistance Program
• Pension Plan
• Paid Parental Leave
• Special discounts for employees, family, and friends
• Access to an array of learning and development resources

Alongside these benefits, Citi is committed to ensuring our workplace is where everyone feels comfortable coming to work as their whole self every day. We want the best talent around the world to be energized to join us, motivated to stay, and empowered to thrive.

Sounds like Citi has everything you need? Then apply to discover the true extent of your capabilities.

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