Assistant Secretary

Our international client seeks an experienced Assistant Company Secretary to support its governance and corporate administration. You’ll be responsible for statutory compliance, subsidiary governance support to the Board and Committees, and the accuracy of entity data across the group with hands-on ownership of Diligent Entities and day-to-day UBO/KYC workflows for banking and counterparties.

This permanent, full time role reports to the Deputy Secretary, and can be handled largely remotely, but you should be able to get to the offices in Oxford one day a week.

This is a visible role interfacing with senior stakeholders (UK and US time zones), external advisers, and regulators. It suits a proactive, detail driven governance professional who enjoys precision, continuous improvement, and high-level administration.

Key Responsibilities

Board & Governance: Draft written resolutions, maintain corporate records including working closely with administrators to maintain D&O registers and relevant appointment/resignation paperwork, including apostille/notarisation processes where necessary.

Statutory & Regulatory Compliance: Maintain statutory registers (members, directors, secretaries, PSC, charges), oversee PSC/UBO accuracy and updates, and coordinate with Tax/Finance/HR on filings with dependencies.

Diligent Entities (Entity Management): Serve as system admin/super user for entity management platform and undertake quarterly reconciliations to Companies House and local registries, manage biannual corporate data health checks, produce and refresh organizational charts, manage share allotments/transfers through Entities, build out historical data (constitutional documents, minutes and written resolutions, Powers of Attorney, share certificates, D&O appointment/resignation letters, etc.).

Shareholder Reporting: quarterly and annual reporting preparation.

UBO/KYC: Lead UBO mapping and attestations; prepare KYC packs for banks and counterparties, including certified/incorporation documents, registers, structure charts, and sanctions screening confirmations.

Tools & Systems

• Diligent Entities (essential)
• Diligent Boards (desirable)
• Companies House WebFiling/CH APIs
• DocuSign (or equivalent esignature)
• MS Office, SharePoint/Teams, secure VDRs