Company Secretarial Assistant – Citi Careers


Website Citi

 Job Overview:

We are pleased to advise of a number of exciting roles available within the Company Secretarial (“CoSec”) team at Citi Belfast. These newly created roles are available as a result of the continued growth and success of the CoSec function in Belfast, which supports our wider UK and Irish CoSec teams. The Belfast CoSec team sits within the wider Citi Legal team and was established in 2019 to support the existing CoSec teams based in London and Dublin. The team supports the key regulated Citi entities in UK and Ireland and provides a full range of Board and Committee governance services.
This Company Secretarial Assistant role would suit a candidate with previous Company Secretarial or transferable experience and will be vital in supporting the smooth running of the Boards and Committees of our regulated legal entities, as well as providing legal entity management support to a broad portfolio of other controlled entities. The role will face a wide range of internal and external stakeholders and departments and at a senior Executive level.

What you’ll do:

  • Updating CLEMS Legal entity management system with any changes as required and complete the bi-annual attestation twice a year;
  • Attending meetings and minute taking
  • Building of meeting packs
  • Provision of copies of Board and Committee minutes, Board packs, papers and any other information requested by the Internal or External Auditors or Regulators
  • Monitoring and maintaining action lists
  • Involvement in closure/liquidation of legal entities
  • Arranging Board Tutorials and Information Sessions
  • Management of logistics
  • Maintenance of forward calendars
  • Maintenance of other Corporate Records, incorporation & constitutional documents
  • Post Board meeting actions, including preparation of final records of the meeting, etc.
  • Arranging for certification, notarising and apostille as required
  • Assistance in scheduling new director induction presentations / meetings;
  • Preparation of confirmations of ownership as requested
  • Assistance with administration of the annual Board Self-Evaluation (and External Evaluation) and Board Skills Review.
  • Annual renewal of POAs and delegations
  • Assistance in the collation of information for Regulatory Inspections, Deep dives or Investigations.
  • Assistance in setting and maintenance of the Board Meeting Dates and Calendars
  • Statutory filings for a range of regulated and non-regulated legal entities
  • Commissioning of papers
  • Maintenance of Board portal software
  • Managing revocations of POAs
  • Involvement in governance related projects working with a wide range of stakeholders
  • Support CoSec efforts to enhance processes using technology and automation

What you’ll have:

  • Graduate of the Institute of Chartered Secretaries and Administrators an advantage
  • Graduate in Law, Governance or Business
  • Experience in a Company Secretarial role depending on the level
  • Fluency in English language required, fluency in German an advantage