Assistant Company Secretary

Closing Date: 21/01/2022

Department: STM Fidecs Central Services Limited 

Location: Gibraltar

Reporting to: Gibraltar Company Secretary

Direct Reports: None

Job Objective

To assist the Gibraltar Company Secretary within the STM Fidecs Central Services inhouse company secretariat department. Key tasks will include board calendar management and office administration in relation to the diverse needs of the boards of directors and other stakeholders with a focus on commerciality, effective service, quality, productivity, and efficiency.

Key Responsibilities

  • Effective meeting calendar management
  • Preparation of committee and board packs
  • Attendance at board and committee meetings and effective minute taking when required
  • Ensuring that statutory records are accurate and complete audit trails maintained
  • Dealing with ad hoc requests from internal stakeholders
  • Preparation of minutes and ancillary documents for review by the Gibraltar Company Secretary
  • Maintenance, preparation and provision of due diligence and statutory documentation on request
  • Production and submission of statutory returns for review by the Gibraltar Company Secretary
  • Daily prioritisation of tasks with Gibraltar Company Secretary 
  • Administrative support and to the Gibraltar Company Secretary
  • Maintain office filing and storage systems

Key Interfaces

  • Management
  • All STM Divisions both in Gibraltar and other relevant jurisdictions
  • Government Offices
  • Company Agents


Core Competencies

  • Organisation and planning skills
  • Work management and prioritising capabilities
  • Attention to detail
  • Numerate
  • Literate
  • Computer literate
  • Able to interact effectively with directors / peers at all levels
  • Problem solving abilities
  • Accuracy
  • Flexibility
  • Reliability
  • Teamwork

Knowledge and Experience

  • Company Management
  • Preferably qualified STEP, ICSA, DoFA or equivalent
  • Educated to A-Level with a minimum of GCSE passes in English and Mathematics
  • Experience in company management and office administration
  • Familiar with office software packages
  • Attention to detail
  • Ability to prioritise and work accurately to deadlines
  • Presentable and outgoing in character, with a ‘can and will do’ work ethic
  • Ability to work independently and within a small team
  • Willingness to follow instructions and processes
  • Ability to use workflows and processes to provide feedback

The tasks listed are not meant to be exhaustive and you may be asked to undertake other reasonable tasks of a similar nature, but which are not explicitly listed in the job description, and assist other teams with their portfolios.

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