Company Secretarial Administrator, Officer - Hybrid

Purpose of Role:

To provide company secretarial support to the State Street legal entity Boards, Committees and Governance Forums under the State Street Ireland banner.

Key Committee / Working Group Memberships:

• To be Confirmed but expected to be the following:
  • Company Secretarial services to State Street Ireland Governance Forums and Committees

Major Responsibilities:

Responsibilities / Core Competencies:

• Work with the Company Secretariat team to complete the daily workflow.
• Ensuring the accurate preparation and issue of board agendas, board papers and minutes for all board meetings/committees in adherence with internal procedures and Company Law and, where appropriate, convening and minuting annual / extraordinary general meetings of shareholders. Follow up on decisions made at board and general meetings in order to provide an update at the next meeting.
• 
  Organising room bookings, catering and car parking and related visitor log administration.
• Uploading of documents to the Diligent portal.
• Ensuring the filing of all statutory forms and returns at the Companies Registration Office and Register of Beneficial Owners, as required, in addition to regularly reviewing the information in the statutory books and Blueprint Company Secretarial database to ensure that the information is consistent and up to date
• Maintenance of legal entity minute books including updating of statutory registers on electronic database (Blueprint).
• Reviewing developments in Corporate Governance and Company Law.
• Ensuring compliance with the Legal entity Constitution / Memorandum and Articles of Association and ensuring safe keeping and proper use of the Company Seal.
• Ensuring compliance with the local regulatory bodies, (ie Central Bank of Ireland, Companies Registration Office, RBO) as well adherence to the SSC Legal Entity Governance Standards and any applicable Corporate Governance Code to which the legal entity ascribes to.
• Timely updating of letterhead, signatory lists and Directors change checklists, Diligent access checklist, as required. In addition, maintenance of records on the Governance collaborate site.
• Assisting with the monitoring the departments Compliance obligations through the Annual Corporate Governance Calendar and weekly board meeting, committee meeting, AGM and annual return schedules.
• Assisting with all audits (External and Internal) and internal Compliance Testing Risk Management.
• Updating of department procedures and checklist templates as and when changes occur.
• Acting as a channel of communication and information for independent non-executive directors (INEDs) and non-executive directors (NEDs).

Skills and Experience

• Fully qualified Company Secretary (ACG) or equivalent qualification beneficial
• Computer literacy

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• Minute drafting
• Meeting pack preparation and collation
• Time management
• Operational Excellence striving for high standard and timely delivery to Board / Committees
• Interpersonal skills

Required Competencies

• 3 + years company secretarial experience in same or related industry
• BA/BSc and/or ICSA qualification required
• Knowledge of financial services sector preferable
• Detail orientated
• Excellent communication and prioritization skills, is a problem solver and enjoys working with people and working to tight deadlines
• A demonstrated attention to detail is also required

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