Team Assistant PLC

Tierney Kavanagh Recruitment; Dublin; On-site; EUR 30,000 - 42,000; Full time

Job summary

Tierney Kavanagh Recruitment is seeking a team assistant for a leading plc in Dublin to support the company secretarial function. You will handle workflows for licensing, manage board packs, and liaise with internal and external stakeholders.

Reporting to the Assistant Company Secretary, the role requires 2 years in a legal or professional services environment, excellent written and spoken English, and a proactive, organised approach to confidential information and deadlines.

Qualifications

• 2 years of experience in a legal or professional services environment.
• Strong written and verbal English communication.
• Highly organised with ability to prioritise and handle confidential information.

Responsibilities

• Manage company secretarial workflows for licensing and renewals across jurisdictions.
• Oversee central secretarial mailbox and respond to technical queries.
• Coordinate notarisation, apostille and legalisation with embassies/consulates.
• Coordinate KYC requests and gather director information and registers.
• Schedule subsidiary Board meetings and distribute packs via Diligent Boards.
• Administer Group legal entities database (Diligent Entities).
• Support subsidiary Board meeting logistics and travel arrangements.
• Invoicing, PO numbers, and liaising with accounts payable.
• Assist with ad hoc projects and general governance tasks.

Skills

Communication skills

Organisational skills

Professional demeanor

English proficiency

Tools

Diligent Boards

Diligent Entities

Job description

A leading plc in Dublin is seeking to recruit a team assistant to support their company secretarial team. This role will report to the Assistant Company Secretary.

Key responsibilities:

• Manage company secretarial workflows for licensing applications and renewals in various jurisdictions in line with the nuanced demands of the various Compliance teams. This will include reviewing and understanding the specific requirements, overseeing that the correct Board approval is obtained and collating/completing all required documents/actions for the relevant entity and its governance framework;
• Manage the central company secretarial mailbox, provide responses to technical company secretarial queries including providing solutions, engaging with internal and external stakeholders, and escalating where necessary.
• Arranging for documents to be notarised, apostilled and legalised with arranging appointments with local embassies or consulates as required;
• Coordinate KYC requests, collate documents, Group Structure chart extracts, Director information, company registers and completion of necessary KYC forms.
• Schedule subsidiary Board meetings, co-ordinate submission deadlines with relevant stakeholders and collate and distribute subsidiary Board packs via Diligent Boards;
• Act as administrator for the Group’s legal entities database – Diligent Entities, including setting up new users and assisting with password resets.
• Support with Subsidiary Board meeting logistics, including travel arrangements, diary invites, liaising with third party suppliers;
• Invoicing, raising PO numbers, and liaising with accounts payable team and suppliers;
• Support with ad hoc projects and other duties relevant to the Group Secretariat function, or any other task assigned by the Deputy Company Secretary and Head of Governance

As the team assistant you will have two years experience working in a legal or professional services e environment with excellent communication skills both oral and written (English). The ability to interact professionally with senior executives across the Group. Highly organised and ability to prioritise effectively. Confident working with confidential information and the ability to stay calm under pressure with a mature outlook and approach. Proactive with a hands-on approach and a can-do attitude and a strong team ethic and willing to support team members to meet deadlines where relevant.