Main duties and responsibilities:

• Ensuring compliance with statutory obligations in relation to all company secretarial matters relating to the administration of over 30 companies (including 5 foreign companies with UK Branches).
•Maintaining all company registers and minute books in accordance with statutory requirements, updating registers of members, directors, secretaries, share transfers, allotments and charges.
•Maintaining shadow company books for overseas companies and ensuring statutory obligations are met in connection with all filings in Bermuda, Netherlands, British Virgin Islands, Bahamas and Australia - despatching originals to be held in appropriate country.
•Arranging AGMs and board meetings for all 34 companies, drafting all necessary documentation and agendas, liaising with foreign agents as appropriate.
•Ensuring annual accounts for all companies are filed timeously in UK and abroad.
•Undertaking research on Companies Act and other matters on demand to assist corporate lawyer.
•Point of contact for the Legal Department in relation to any corporate/banking/
general queries and requests for documentation from Tax, Finance and Treasury in the UK, the Legal Department overseas and all foreign agents.
•Drafting ad hoc minutes, resolutions, Powers of Attorney, for all lawyers on request
•Controlling and co-ordinating signature of resolutions and minutes between UK and abroad, amalgamating pages, dissemination as appropriate and updating books.
•Administration of ICSA -corporate secretarial software.
•Maintaining Hummingbird DM document management system as directed by abroad including copying, having documentation scanned, following naming protocols, filing all corporate documentation electronically for all UK and foreign branch companies.
•Assisting corporate lawyer in corporate acquisitions/disposals.
•Dealing with all general correspondence addressed to Registered Office, including disseminating change of name certificates, Inland Revenue correspondence etc.
•Generally, supporting all lawyers in all corporate matters as required.
Other duties undertaken:

General Administration:

•Policies and Procedures - updating and disseminating as appropriate.
•Invoking legal department new start procedure when appropriate
•Domestic leasing e-works process - dealing with all queries and taking all steps necessary to progress matter in absence of the lawyer dealing with domestic leasing.
•Liaising with trainers at and arranging legal department training sessions as required
•Compiling information reports on demand.
Budget control:

•Coding and processing invoices, liaising with vendors and finance department, gaining appropriate approval from lawyers involved, assisting with all budget related matters, liaising with Finance Department and Head of Legal.
Legal Library
•Keeping listings up to date.
•Ordering new publications and updating all periodicals

Qualities

•Strong organisational and communication skills, with excellent attention to detail. Ability to work on own initiative and within time deadlines.