Team Assistant - Legal and Company Secretarial

Department- Legal and Company Secretarial

Supporting 7 in London, 3/4 in Guernsey + Head of Tax

Role description:
Team support:
• Provide administrative support to the Company Secretarial team: diary management, room bookings and meetings logistics, audio typing, drafting, document execution, mail and couriers.
• Travel management: creating itineraries, liaison with booking team for fights, taxis and accommodation.
• Expense and invoice processing, management and logging (including notary and tax agent invoices).
• Director liaison and responding to general, administrative and auditor queries.
• Maintenance of records (hard copy and online).
• Cover for other team assistants as required.

Meeting support:
• Committee, board and shareholder meetings coordination and support: setting dates/times, director/attendee liaison, maintenance of meeting timetable, logistics including catering and AV.
• Coordination and delivery of meeting materials: manage contribution deadlines and ensure timely delivery, compilation/collation of materials using board portal software (Diligent) and distribution.
• Manage Diligent accounts and control user access.
• Responsible for signatory authorisation process and maintenance of signatory lists.

Support for the Head of Tax:
• Provide administrative support to the Head of Tax.
• Complete and arrange for execution of tax documentation.
• Respond to requests for tax documents.
• Coordinate tax agent appointment process and maintain status log of registered funds.

Risk & Compliance Responsibilities
• Adhering to the in-house code of ethics which forms part of employment contract, and which includes the following key policies: management of conflicts of interest, confidentiality of client and business information, handling of inside information, personal account dealing, disclosure of outside interests, provision or receipt of gifts, entertainment, events or other benefits
• Ensuring statutory compliance throughout the asset management group
• Ensuring attendance at compliance and anti money laundering training sessions
• Ensuring statutory registers meets legal requirements in all relevant jurisdictions

Person specification
Knowledge & industry experience
• degree education preferred, but not essential
• asset management/financial services experience preferred
• minimum two years’ experience in a similar role
• solid knowledge of word, excel and outlook
Personal attributes
• excellent interpersonal and communication skills
• able to multi-task, work to tight deadlines and cope under pressure
• able to learn quickly and use own initiative
• attention to detail, layout and high level of accuracy
• organised and logical
• able to prioritise duties and responsibilities
• team player
• discrete and confidential