Company Secretarial Assistant

Hikma Pharmaceuticals; Greater London; On-site; GBP 30,000 - GBP 40,000; Full time

Job summary

A leading pharmaceutical company in Greater London is seeking a Company Secretarial Assistant to provide support for the Company Secretariat team. This role involves handling Board support, maintaining statutory company records, and managing share schemes. The ideal candidate will have a graduate degree and CGI qualifications, along with at least a year of experience in a UK listed company secretariat. Strong communication and organizational skills, alongside attention to detail, are essential.

Qualifications

• Graduate degree or equivalent required.
• CGI qualification or currently studying for it.
• Minimum 1 year of experience in a UK listed company secretariat.

Responsibilities

• Provide administrative support for the PLC Board and Committee meetings.
• Update statutory registers and prepare Companies House forms.
• Support logistics for shareholder meetings and share schemes administration.

Skills

Awareness of the UK Companies Act

Experience of web filing at Companies House

Proficiency in Company Secretarial database package

Good knowledge of Office IT systems

Good inter-personal and organisational skills

Strong attention to detail

Good communication skills

Education

Graduate Degree or equivalent

CGI Qualified or Studying CGI qualifications

Job description

We are committed to building a diverse and inclusive team and encourage applications from candidates of all backgrounds. We are seeking a talented and motivated Company Secretarial Assistant to join our team. To provide support to the Company Secretariat team in a challenging and varied environment on all aspects of the Company Secretariat function with particular focus on Board support, maintenance of statutory company records and involvement with administration of share schemes.

Location: London Office, UK

Job Type: Full-time

Req Id: 10628

Responsibilities

Board Support

• Administrative support, alongside the Executive Secretary, for the PLC Board and Committee meetings’ process, supporting the Company Secretarial team as required.
• Supporting the Executive Secretary with logistical and administrative arrangements to support Non-Executive Directors (travel, accommodation, expense claims) as required.
• Supporting the Group Company Secretary and Assistant Company Secretary in liaison with individuals responsible for producing papers for the Board/Committees and supporting the distribution of Board/Committee papers.

Statutory Compliance Work for PLC and Subsidiary Companies

• Update statutory registers on company secretarial software.
• Maintenance of Group structure chart.
• Prepare and web file all Companies House forms including change in officers, registered office, accounting reference date changes and also file all the Annual Accounts.
• Responsible for preparing and filing the Annual Confirmation Statements for all UK companies.
• Participate in the preparation, review and approval of the UK subsidiaries’ Annual Reports and Accounts.
• Provide assistance to Company Secretariat and Group colleagues on ad hoc projects including changes to subsidiary company articles, corporate governance and statutory audits, group re-organisations, purchases of own shares etc.

Other Company Secretarial Work

• Support in organisation of logistics for shareholder meetings.
• Support the administration of all employee and discretionary share schemes, including key events such as grants, vesting’s and HMRC employer tax returns.
• Maintaining the Company Secretarial Manual.
• Record keeping and organisation.
• Share certificate replacements.
• Administration of the corporate governance content on the corporate website.
• Arranging document execution.

Qualifications

• Graduate Degree or equivalent
• CGI Qualified or Studying CGI qualifications

Skills

• Awareness of the UK Companies Act and aspects of the UK Stock Exchange Listing Rules.
• Experience of web filing at Companies House and use of a Board portal (desirable).
• Proficiency in Company Secretarial database package.
• Good knowledge of Office IT systems.
• Good inter-personal, organisational and problem-solving skills.
• Strong attention to detail, accuracy and layout.
• Good communication skills with ability to liaise confidently at all levels and act with discretion.

Experience

Prior experience of working in a UK listed company secretariat (minimum 1 year)