Team Assistant – Company Secretarial – Dublin

Team Assistant – Company Secretarial – Dublin

€40,000 - €45,000

Dublin (hybrid & remote working)

Reporting Line: Board Secretarial Manager

An opportunity has arisen for an enthusiastic Team Assistant with excellent interpersonal skills and a can-do attitude to work in-house with a listed plc. The primary responsibilities of this role is to support with Director and legal entity information required for licensing applications, support with administration of the Group’s global subsidiaries, and provide general administration support to the Company Secretarial team. 

The role

• Collate all documents required for licensing applications in various jurisdictions as well as other due diligence requests, including extracts of the Group Structure Charts, Director details and documentation, legal entity data and any other information relating to the Governance framework, co-ordinate approval of resolutions, and arrange for necessary signatures and certifications, legalisation and apostille, where required;
• Act as Administrator for Diligent Entities, ensuring legal entity information is continuously updated, issue quarterly legal entity certifications, update the Group Structure chart, Governance Tracker and issue to internal teams along with related policies;
• Support the team with administration of the Group’s global subsidiaries, including updates to letterhead, schedule subsidiary meetings, co-ordinate submission deadlines with relevant stakeholders, collate and distribute subsidiary Board packs and schedule weekly signing slots for subsidiary Board Directors and ensure all signed documents are filed as necessary;
• Invoicing, raising PO numbers, and liaising with accounts payable team and suppliers
• Manage the central company secretarial mailbox, provide responses to queries and escalate where necessary;
• Support the Deputy Company Secretary with internal team meetings, including distribution of materials;
• Support with ad hoc projects and other duties relevant to the Group Secretariat function, or any other task assigned by the Deputy Company Secretary or Board Secretarial Manager

Requirements: 

• Excellent communication skills both oral and written (English) with the ability to interact professionally with senior executives across the Group
• Highly organised and ability to prioritise effectively
• Attention to detail
• Proactive with a hands-on approach and a can-do attitude
• Confident working with confidential information
• Strong team ethic and willing to support team members to meet deadlines where relevant
• Computer literate (Word, Excel, PowerPoint, Access, Visio, Oracle Financials) 
• Experience with company secretarial packages Diligent Entities and Diligent Boards desirable but not essential

For more information, please contact me on 02030 588 005 pr at poppy@dmjcosec.com