Team Assistant – Company Secretarial

Job Title: Company Secretarial – Administrator 

Position Type: Full time, permanent. Hybrid – 3 days in office

Overview:

Why Tokio Marine HCC?

Standing still is not an option in the current world of Insurance. TMHCC are one of the world’s leading Specialty Insurers. With deep expertise in our chosen lines of business, our unparalleled track record and a solid balance sheet, TMHCC evaluates and manages risk like no one else in the industry. Looking beyond profit, empowering our people and delivering on our commitments are at the core of our customer values, and so is a desire to grow and provide creative and innovative solutions to our clients. 

Job Purpose:

We are seeking a highly organised and detail orientated administrator to assist our Company Secretarial team. The role involves providing efficient administrative support to ensure the smooth operation of the board and committees. The ideal candidate will have strong organisational skills, the ability to work collaboratively to tight deadlines and able to handle confidential information with discretion.

Key Responsibilities:

(i) Company Secretariat team support

Board and committee support

• Board meeting preparation including collation and production of board packs via an electronic board portal
• Supporting and assisting with the preparation and maintenance of paper reminders, forward agenda planners, agenda, minute templates, action logs and following up on action points
• Management of Board and committee paper submissions
• Maintaining records
• All administrative matters in relation to ensuring good record keeping management
• Supporting and assisting with the execution of documents electronically

Stakeholder co-ordination

• Liaise with internal departments and board/ committee members as required
• Support communication between the company secretarial team and other business units.

Statutory compliance

• Support the company secretarial team with UK Companies House filings
• Maintaining the annual compliance calendar (e.g. for Companies House and regulatory filings)

(ii) Company Secretariat PA support (in the absence of the Company Secretarial PA and otherwise as required)

Administrative duties

The role holder will be required to provide cover and support as required in respect of:

• Monitoring the company secretarial inbox
• Day to day administration of the company secretarial team
• Maintaining the Board and Committee annual planner
• Diary management
• Administrative matters relating to KYC requests (e.g. arranging for documents to be notarised and apostilled)
• Any other administrative tasks requested by the Company Secretary, Deputy Company Secretary or Senior Assistant Company Secretary

Skills and Experience Specification:

• Proven administrative or assistant experience
• Adept at handling sensitive and confidential matters with utmost discretion
• Excellent written and verbal communication skills
• Able to communicate to staff at all levels and build and maintain working relationships
• Strong IT skills and proficiency in MS Office (Word, Excel, Powerpoint). Training on the electronic Board portal will be provided
• High attention to detail
• Excellent time management skills and the ability to prioritize work
• Strong organisational skills with the ability to multi-task
• Able to work collaboratively, under own initiative and to tight deadlines
• Experience of working under pressure and within a fast-paced environment
• Takes ownership of problems and tasks

What We Offer

The Tokio Marine HCC Group of Companies offers a competitive salary and employee benefit package. We are a successful, dynamic organization experiencing rapid growth and are seeking energetic and confident individuals to join our team of professionals. 

The Tokio Marine HCC Group of companies is an equal opportunity employer. Please visit www.tmhcc.com for more information about our companies. 

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