Company Secretarial Assistant

The Company Secretarial Assistant will be a member of the Firm's secretarial/PA team but will report to the Head of Funds Company Secretarial with a specialised role providing  support to the Funds Company Secretarial Team in respect of corporate governance and regulatory compliance. 

Candidates should have a minimum of 5 years' relevant experience in a corporate environment and familiarity with Diligent board pack production software (or similar software) would be advantageous).  The should also be able to demonstrate:

  • Excellent organisational skills
  • An ability to work both as part of a team and on own initiative when necessary
  • A flexible approach to work and people
  • Strong oral and written communication skills

 

Duties will include the following:

 

Document Production

  • Scan and file minutes as required
  • Prepare agendas for meetings; saving documents received from the contributors the meetings in the required format; providing support with the preparation of the Minutes of meetings, if required
  • Prepare documents from precedents and update WF models and templates
  • Create and edit PowerPoint presentations
  • Create new versions, edit documents and ensure all WF documentation follows WF house style and formatting
  • Systematically proof read your work outputs to ensure all changes have been made and spelling/grammar is correct
  • Liaise with WP & Reprographics in relation to volume document production
  • Produce and amend high quality documentation from digital dictation and hand-written drafts

 

Billing

  • Generate WIP reports
  • Assist Fee Earners with monthly, quarterly & yearly Billing requirements
  • Assist Fee Earners in relation to obtaining information for Anti-Money Laundering & Terms of Engagement

 

Communication and Correspondence

  • Monitor and manage Fee Earner emails, calendars and contacts
  • E-file client / Fee Earner emails
  • Pro-actively draft emails for review
  • Action unprompted thank you letters to clients as appropriate
  • Monitor Fee Earner voicemails
  • Manage a daily/weekly reminder task list for any calls/emails outstanding

 

General - Day to Day

  • Carry out departmental specific tasks & undertake ad-hoc projects as required
  • Allocate papers & post once scanned
  • Deal with courier requests
  • Liaise with post room regarding collections/deliveries

 

Client meetings/Conference Calls

  • Set up conference calls/video conferencing (including all relevant detail required in meeting request)
  • Book meeting rooms and catering
  • Prepare documentation for client meetings
  • Assistance with follow-up actions arising from all Board Meetings

 

 

 

Business Area
Company Secretarial
Job Group
Business Services Roles
Location
Dublin
Job Reference
289