Company Secretarial Administrative Assistant

At M&G our purpose is to help people manage and grow their savings and investments, responsibly. As a business, we are continuing to take steps towards a sustainable future, delivering better long-term solutions for our customers and clients and identifying new opportunities to make a positive impact for our environment and communities. To help us achieve our vision we’re looking for exceptional people who live our values of care and integrity and who can inspire others; embrace change; deliver results and keep it simple. We will consider flexible working arrangements for any of our roles and also offer work place accommodations to ensure you have what you need to effectively deliver in your role. The Role: This is an all-rounder role for a junior / trainee Company Secretary Assistant preferably with experience (or keen interest!) in regulated financial services companies and processes. The purpose of this role is to provide effective and efficient board support to designated boards and committees as well as carrying out administrative tasks related to the Company Secretariat team. Key Responsibilities for this role: Board Support

• To assist with the preparation of electronic and paper board and committee meeting packs
• To assist with the scheduling of Board and Committee meetings including scheduling agenda review meetings and the upkeep of various related calendars
• Assisting in running all aspects of board management, including agenda planning, meeting organisation, board evaluation and terms of reference review for regulated Boards and Committees
• Preparing skeleton minutes
• Other board support tasks for subsidiary entities
• Involvement in year-end processes including preparation of dormant accounts
• Dealing with KYC requests
• Providing any other assistance as required from time to time to ensure departmental objectives are achieved

Governance

• Managing updates to Insider Track database

Team Support Services

• To deal with incoming Team post and emails: vetting, prioritising and drafting responses as appropriate
• To manage diaries, including arranging complex meetings with external parties
• To handle new starter processes, such as induction / hardware / passes
• To organise the weekly team meeting. To work with team members to keep board diaries and calendars updated
• To process invoices and monitor department costs; including cross-charging to other Business Units and setting up new vendors where required
• To maintain and develop up-to-date, easy access, on-line and paper based filing systems for the team
• To work with team members to develop and maintain procedures, timetables and standard documents, working with the team to improve policies and procedures
• To manage holiday schedules and weekly team whereabouts
• To arrange travel as required by Team Members
• On-going maintenance of the shared drive for the team, including annual archiving of electronic documents
• To arrange monthly updates to Group Secretariat information on the intranet and on Teams
• Proving ad-hoc / project support to the broader Co Sec and Share Plans team

Key Knowledge, Skills & Experience:

• Proven secretarial experience ideally in a legal/compliance environment
• Must be computer literate; excellent practical experience of Word, PowerPoint, Teams and Excel and quick to pick up new systems
• Accurate typing
• Excellent organisational and administrative skills
• Flexible approach to working hours
• Attention to detail and accuracy in all work
• Able to work on own initiative and prioritise work
• Ability to work under pressure and cope with competing demands
• Confident in dealing with people at all levels, able to build and maintain good relationships in a team environment
• Demonstrates discretion and integrity in handling confidential and sensitive information.
• Strong technical IT skills
• Proactive approach, with willingness and adaptability to pick up and run with new challenges. We are a transforming organisation. We need team players who are willing to contribute to knowhow (process notes and records), collaborate with the business and be change-makers as we develop into a gold-standard company secretariat function

Work Level: Colleague Recruiter Name: Helen Simons Location: London We have a diverse workforce and an inclusive culture at M&G plc, underpinned by our policies and our employee-led networks who provide networking opportunities, advice and support for the diverse communities our colleagues represent. Regardless of gender, ethnicity, age, sexual orientation, nationality or disability we are looking to attract, promote and retain exceptional people. We also welcome those who take part in military service and those returning from career breaks.