Team Assistant

 Team Assistant, Company Secretariat

Division: Grosvenor Britain and Ireland

Grosvenor Britain & Ireland ("GBI")  currently have a new opportunity for a Team Assistant within our Company Secretarial department.

Purpose of role

We are currently looking for an experienced administrator to support the UK company secretarial team in a wide and varied range of responsibilities. The team plays a vital role facilitating Grosvenor’s proper operation and corporate governance, together with safeguarding its status and reputation, by delivering a professional company secretarial service, with very much a commercial outlook, to meet the complex business requirements of the UK Group and the boards of the c.150 UK companies managed by the Team. The team consists of three Chartered Company Secretaries and a Trainee Company Secretary, is part of the wider Company Secretarial & Legal team; and works closely with the business and finance teams.

This is a great opportunity to have exposure at all levels across the whole business and to take personal accountability for the delivery of key tasks including the collation & issue of board papers, the maintenance of corporate statutory records and the filing of returns to the Registrar of Companies. Organisation, communication and attention to detail will be key attributes for success in this role, which is an excellent opportunity to develop knowledge and experience in a team at the heart of the operation of the business.

Key responsibilities
Board Support

• Co-ordinate and undertake the collation and distribution of papers for board and committee meetings in a timely fashion, including maintenance of the rolling agenda.
• Management of the logistics for board and committee meetings and off-site visits including the co-ordination of availability, the setting of dates, travel & accommodation, room bookings etc.

Statutory Books

• Maintenance of the statutory registers of GBI companies, including making changes to directors’ appointments and details, and producing and filing notification forms required by Companies House.
• Producing minutes of all meetings required to note appointments/resignations and similar register changes.
• Prepare and file GBI Confirmation Statements through Blueprint database with Companies House.
• Prime responsibility for the efficient circulation and signature of all property and project contracts/documents. Management of related records and audit trail.

Other Administration

• Prime responsibility for internet domain name registrations and renewals.
• Update, renew, and remove company data protection notifications with Information Commissioner. Register new companies when required.

Accounts

• Coordinate and prepare annual letters to lawyers and liaise with auditors to ensure all respond at year-end.
• Prepare minutes approving the accounts of each company and certain other regularly occurring legal requirements each year.
• Maintain record of, and watch on signature of accounts to ensure that none are overlooked.

Team Support

• Maintenance of the Company Secretarial team’s intranet pages and Board and Executive Committee pages of its shared site.
• Maintain the files of hard copy company records (Company Books) and records of documents held for safekeeping.
• Day to day administrative support for the team (including; meeting arrangements, expenses, invoicing etc.).

Key requirements

• Proven relevant administrative experience.
• Strong organisational skills.
• Attention to detail.
• Positive attitude – confident and willing to take initiative.
• Flexible and able to manage effectively a number of priorities at any one time, prioritising activities that create greatest value and managing time, cost and resources effectively.
• Articulate – Comfortable dealing with senior contacts & stakeholders. Good copy writing and proof reading skills.
• Capability and desire to improve methods and systems and generally help rationalise procedures.
• Keenness to take on responsibility for own work and carry out projects.

At Grosvenor, we seek to recruit and develop people who share our values of trust, integrity and respect.