Company Secretary

Closing Date: 21/01/2022

Department: STM Fidecs Central Services Limited 

Location: Gibraltar

Reporting to: Managing Director

Direct Reports: Yes



Job Objective

The Company Secretary is responsible for ensuring that an organisation complies with standard financial and legal practice and maintains high standards of corporate governance. Although, not strictly required to provide legal advice, must have a thorough understanding of the laws that affect the areas of work.

A company secretary holds a strategic position at the heart of governance operations within an organisation and acts as a point of communication between the board of directors and company shareholders – and organisation’s executive management.

Key Responsibilities

  • Gibraltar in house companies:
    – Maintaining statutory books
    – Dealing with all Companies House filings
    – Producing relevant minutes
    – Keeping the internal system (MS Navision) updated
  • Provision of statutory information for banks, investment managers etc. when requested
  • Provision of information for auditors as requested
  • Work required in connection with the project to reduce the number of Gibraltar subsidiaries
  • Preparing board packs as requested for board meetings
  • Attending board meetings, taking minutes (and recording meeting), subsequently preparing full minutes and circulating for approval
  • Dealing with any ad hoc meetings as required
  • Maintaining file of all agreements made by the relevant Gibraltar subsidiary and minuting as required
  • Trade licence renewals as appropriate
  • Sundry company law/company secretarial queries

Key Competencies

  • Good verbal and written communication skills.
  • Interpersonal skills and the ability to work well with people at all levels.
  • Attention to detail and a well-organised approach to work.
  • The ability to prioritise work and to work well under pressure.
  • The capability to work with numerical information, plus analytical and problem-solving skills.
  • A diplomatic approach and the confidence to provide support to high-profile company staff and board members.
  • Management skills.
  • Ability to work as part of a team. Integrity and discretion when handling confidential information.
  • A sound grasp of corporate governance issues.
  • A commercial frame of mind.

ROLE SPECIFICATION

Qualifications

Ideally

  • Educated to degree level
  • Fellow of the Institute of Chartered Secretaries and Administrators

Professional qualification SKILLS: 

  • Strong administrative experience, attention to detail and good organisational skills
  • Able to manage priorities and time efficiently
  • Confident user of Microsoft Office with good keyboard skills
  • A pro-active person who has an eye for detail and is confident enough to suggest improvements to the existing processes
  • Effective communicator
  • Must possess discretion, diplomacy, tact, emotional intelligence and good negotiation skills

Knowledge and Experience

  • Governance expertise. Be the ‘go to’ person for governance issues. Possess knowledge of both current developments affecting governance and also best practice in corporate governance.
  • Organisational knowledge. Must understand the business and the context of the organisation. Must be able to translate governance theory into appropriate frameworks, policies and processes for the organisation. Must be able to develop and implement these in a way that the organisation can readily understand and comply with.
  • Integrity and independence. As the ‘keeper of the organisation’s conscience, a Company Secretary must possess outstanding integrity, and be able to provide impartial and frank guidance and advice.  Must possess the courage to raise issues and concerns and be accountable and transparent for own actions and decisions.
  • Solid judgment. The ability to assess and make sound judgement, often in circumstances involving conflicting issues and ends.

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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