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Assistant Company Secretary in London at Tokio Marine HCC

Date Posted: 10/19/2018

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Job Description

We are currently looking to appoint an Assistant Company Secretary to join a small and busy secretariat to assist in the overall smooth and efficient running of the Tokio Marine HCC International governance structure. Supporting the Company Secretariat, the successful individual will help to ensure that there is a well-functioning department servicing the needs of the two UK regulated Boards, a UK Branch Oversight Committee, a Luxembourg regulated insurance company and various Board Committees and sub-committees.

The role is broad and varied with excellent exposure to the executive team and senior management including Board Directors and NED’s. This role provides an excellent opportunity to learn about a large financial services company/insurer with a complex business structure and to gain excellent experience in general co sec work including the management and administering of committees and detailed minuting. The role reports directly to the Company Secretary and Corporate Counsel.

Job Requirements

Key responsibilities

The Assistant Company Secretary's primary responsibilities will be to assist in all aspects of the Company Secretary and Corporate Counsel’s role, and perform the following key functions:


  • Acting as Secretary to the Board’s Risk and Capital Management Committee, IBNR Committee, CSR Committee, Executive Underwriting Monitoring Committees and other committees and groups as appropriate. This includes: preparing the agenda in conjunction with senior management; liaising with management on the content and organisation of reports or presentations; collecting; organising and distributing papers, ensuring meetings run effectively and allocating actions and working with senior management to discharge those actions.
  • Producing prompt and effective minutes taking into consideration Tokio Marine HCC International’s legal and regulatory responsibilities and reporting requirements.
  • Initiating and preparing the draft Corporate Calendar for the Tokio Marine HCC International’s Board and Committee meetings and providing to the Company Secretary & Corporate Counsel, Executive team and senior management for review.
  • Supporting the Company Secretary & Corporate Counsel to evolve, enhance and oversee Tokio Marine HCC International group’s governance framework to ensure compliance with applicable codes, in addition to statutory requirements.
  • Undertaking various corporate governance projects as required, including but not limited to reviews of terms of reference.
  • Providing company secretarial support on corporate projects.
  • Contributing to discussions and advise on the corporate governance implications of any proposed corporate activities.
  • Deputising for the Company Secretary & Corporate Counsel when required.
  • Dealing with communications from Committee members.
  • maintaining statutory and other records for all entities within the Tokio Marine HCC International group and ensure the timely submission of statutory filings for those entities.
  • Keeping abreast of changing company and corporate law and other regulatory requirements in the UK and other jurisdictions, and corporate governance practice generally (including in regulatory bodies and the professions).
  • Providing support in respect of Power of Attorney’s for Tokio Marine HCC International’s group companies, including drafting and/or reviewing Powers of Attorney and arranging execution and notarisation/legalisation.
  • Assisting with KYC and/or corporate information requests.


Skills and Experience

Essential Skills, Experience and Qualification  

  • Educated to degree level and ICSA qualified.
  • Ideally 5 years previous company secretarial experience, to include: company administration, board/committee support (including minute writing).
  • Experience of a financial services/regulated environment.
  • Strong verbal and written communications skills, accuracy and attention to detail especially in written work.
  • The ability to communicate effectively with people at all levels of an organisation.
  • Computer literate with an excellent knowledge of the Microsoft Office suite, including Word (extensive formatting experience) and Excel, and relevant software (including BoardVantage or similar Board Portal software).
  • Excellent knowledge of UK company law and corporate governance requirements.


  • Experience of the Insurance/Reinsurance industry.
  • Experience of using VISO.
  • Experience of minuting meetings.

Soft skills

  • Ability to work proactively under own initiative, prioritise, handle time pressure and manage multiple projects at the same time with flexibility to adapt to shifting expectations.
  • Self-motivated, as well as a strong team player with a keen sense of ownership and desire for continuous improvement.
  • An ability to establish credibility with and inspire confidence in all stakeholders, and to exercise judgment in dealing with sensitive and confidential issues.


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