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Company Secretary in London at Tokio Marine HCC

Date Posted: 5/24/2018

Job Snapshot

Job Description

Job Purpose:

To take responsibility for the day to day administrative duties of the company secretariat function and to assist the Head of Prudential Regulation & Governance to develop the function to the standard expected of an International Group.

Key Responsibilities:

  • Maintaining the annual corporate calendar.
  • Coordination of Board meetings, attendees’ diaries and distribution of supporting papers.
  • Advise the Boards on all matters of procedure.
  • Facilitate and, as required, undertake the annual Board review assessments.
  • Manage a direct report (Company Secretary Assistant) including their training and development.
  • Organising meetings, providing agendas, collating information, taking minutes and conveying decisions, for the in-house Board Committees.
  • Ensure that the terms of reference for all Boards and committees within the governance structure are contemporaneous, reviewed and updated as appropriate.
  • Ensuring that all statutory records are updated at Companies House on a timely basis
  • Ensure compliance with the UK Companies Act and monitor changes in this and other relevant legislation thereby ensuring continual compliance.
  • Day-to-day corporate housekeeping (updating corporate records for board changes, signing authorities etc.).
  • Maintain systems to record staff registers of interests, recording hospitality and gifts declarations and periodically managing audits of the same.
  • Coordinating training for Executive Management and Non-Executive Directors.
  • Liaise with counterparts in Houston as required on company secretarial matters.
  • Liaise with external advisors such as lawyers and auditors.
  • Management of Board Vantage.

Job Requirements

Skills and Experience Specification:


  • Strong knowledge of UK Company Law obligations – ICSA qualified.
  • Ideally at least 2 years experience in a similar role.
  • Experience of a similar role within an Insurance company would be beneficial.
  • Contribute to team success and have a supportive approach to working within a small team.
  • Be open minded, agile with change and practical in your approach to problem solving.
  • Good verbal and written communication skills.
  • Interpersonal skills, a diplomatic approach and the confidence to provide support to high profile company staff and Board members.
  • Attention to detail and a well organised approach to work.
  • The ability to prioritise work and to work well under pressure.
  • Management skills.