Job Description

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Description

The Assistant Company Secretary supports the Company Secretary in ensuring that the company complies with statutory and regulatory requirements. The role involves assisting in corporate governance, secretarial administration, statutory filings, board and committee processes, and maintaining corporate records in line with applicable laws and best practices.###

Key Responsibilities

Corporate Secretarial Support:

Assist in organising and administering meetings of the Board of Directors, Board Committees, and Shareholders.
Prepare and circulate meeting agendas, notices, board papers, and supporting documents.
Draft accurate minutes of board, committee, and general meetings and follow up on action items.
Assist in maintaining statutory registers, records, and minute books.

Statutory & Regulatory Compliance:

Support the timely filing of statutory returns, forms, and disclosures with regulatory authorities (e.g., Registrar of Companies, stock exchanges, regulators, where applicable).

Corporate Records & Documentation:

Maintain and update corporate records, including registers of members, directors, secretaries, charges, and shareholdings.
Assist with incorporation, restructuring, amendments to constitutional documents, and other corporate actions.
Support document management, including scanning, filing, and retrieval of physical and electronic records.

Shareholder & Stakeholder Support:

Assist in handling shareholder queries related to corporate information, meetings, and statutory documents.
Liaise with external parties such as auditors, legal advisors, regulators, and service providers under supervision.

Governance & Best Practices:

Assist in implementing and maintaining corporate governance policies and procedures.
Support governance audits and internal reviews as required.

Administrative & General Support:

Provide day-to-day administrative support to the secretarial team.
Assist with ad hoc projects and assignments related to company secretarial and compliance matters.###

Skills, Knowledge & Expertise

Qualifications & Experience

Essential:
Bachelor's degree in Law, Business Administration, Commerce, Corporate Governance, or a related field.
Part-qualified or pursuing professional company secretarial qualifications (where applicable).
0-2 years of relevant experience in a company secretarial, legal, or compliance role.


Desirable:
Prior internship or training in a company secretarial firm or corporate legal department.

Financial Services/Insurance Industry experience highly desirable.
Basic understanding of company law and corporate governance principles.

Skills & Competencies

Strong organisational and time-management skills.
High level of accuracy and attention to detail.
Good written and verbal communication skills.
Ability to handle confidential and sensitive information with discretion.
Proficiency in MS Office (Word, Excel, PowerPoint) and document management systems.
Willingness to learn and adapt in a regulatory environment.
Ability to work independently as well as part of a team.

Personal Attributes

Professional and ethical approach to work.
Proactive and reliable with a positive attitude.
Ability to work under pressure and meet statutory deadlines.
Strong sense of responsibility and accountability.


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Job Benefits

As well as a competitive salary, discretionary annual bonus, and a minimum 24 days of annual leave (with the option to buy more), you will also get an excellent benefits package, including flexible, hybrid working, private health insurance, life assurance, income protection, enhanced pension contributions, and occupational maternity and paternity pay.

You will also have access to company volunteering days, an Electric Vehicle (EV) leasing scheme, an employee assistance programme with retail discounts and savings, a generous employee referral scheme, regular sports and social events, and free Cheltenham bus travel.



Benefits Band 2


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About PoloWorks

PoloWorks is the leading provider of UK-based support services to the insurance market. We have built a strong reputation as dedicated and dependable experts in our field. We pride ourselves on our ability to be flexible, responsive, and knowledgeable.



As a leading service support company and turnkey managing agency, our clients choose us because our staff not only have the expertise but also a profound affinity with their business challenges. Our mission is to support, inspire, and develop the insurers of today and tomorrow.

Our clients, whether digital start-ups or well-established organisations, rely on the PoloWorks team to develop and strengthen their businesses. Our clients' goals are our goals. As such we design and deliver bespoke solutions to their specific business challenges.


Recognised as a

Great Place to Work certified company

and listed among the

Best Workplaces in Financial Services & Insurance

, PoloWorks is proud of its positive culture and commitment to its people. With offices in London and Cheltenham, PoloWorks has ambitious growth plans, offering exciting opportunities for anyone joining us on the next phase of our journey.

It's our mission to unleash the potential in every team, and we know that teams perform best when they are diverse and every team member feels that they belong. It is the unique contributions of all PoloWorks colleagues that drive our success, and we are committed to building an inclusive culture where everyone is empowered to do meaningful work and are recognised for their efforts. To that end, we are committed to providing an environment free of discrimination for everyone.