Assistant Company Secretary (Part-time considered)
Oxford Policy Management (OPM) is seeking to recruit a full-time Assistant Company Secretary to join our growing Legal Team based in Oxford. If you have experience in managing a Board of Directors, are able to treat sensitive and confidential information appropriately with a highly organised and professional approach, we would love to hear from you. The role is interesting and varied and is ideal for someone looking to work in a values based organisation.
About the role
The primary functions of this role will include providing key administrative and company secretarial support to the Board and several of its committees (including the Management Team, the employee Benefit Trust to name a few).
You will be providing executive administration support to the Chairman, the Managing Director and General counsel; supporting general project co-ordination and providing administrative support to the Legal team and enabling the roll out of company-wide legal activities.
The successful candidate can expect to provide wide-ranging support across a variety of tasks:
- OPM Board, Audit & Risk Committee and Performance & Remuneration Committee: coordination of all meetings, provide administrative support, associated documentation preparation and record keeping, minute taking at meetings, following up on action points.
- Provide support to the Chairman and Board e.g. scheduling conference calls, updating documentation, travel arrangements, updating the Board’s Imo page. Minute taking at the AGM.
- Organisation, coordination and provision of administrative support to quarterly Board meetings. Support the General Counsel and Company Secretary with the preparation of the Annual General Meeting (logistics, communication, minute taking).
- Monthly and weekly senior Management Team meetings - organisation, coordination and provision of administrative support to meetings including all logistical arrangements, documentation preparation and minute taking.
- Input to and delivery of key functions and projects for the business such as Board strategy days (inc minutes) and workshops.
- Fulfil secretary role for the Ethical Review Committee, providing administrative support through minute-taking, meeting organisation and coordinating the approval of Ethical Review Committee applications (schedule reviews with internal and external reviewers, correspondence with applicants and reviewers, appropriate tracking of all requests). Support sub-contracting and invoicing. Track costs and provide input for budget.
- Managing corporate entities information and filing
Executive Assistant administration tasks will include:
- Provide administration support to the Managing Director (MD) - coordinating appointments with externals; booking non-project travel; handling enquires; processing invoices
- Provide administration support to the General Counsel: diary management, point of contact for externals, expenses administration, handling enquiries, processing invoices and assisting with ad-hoc tasks as required
Legal Team administration tasks will include:
- Provide administration support related to the roll out of company-wide legal compliance policies and activities as required e.g. Code of conduct, safeguarding, whistleblowing, Anti Bribery and Corruption
- Assist with maintaining the legal team knowledge base and IMO pages including client information packs, templates and guidance materials.
- Participate in legal department improvement initiatives to ensure legal templates and information are kept up to date and available for staff.
- Ensure issues are dealt with in a timely manner by resolving issues, if possible, or appropriately re-directing people as required.
Skills and requirements
In order to be considered for this role, candidates will need:
- 5+ years’ relevant work experience.
- Ideally previous experience of working with company Directors.
- Previous experience of minute taking.
- Able to maintain confidentiality and deal professionally with highly sensitive company issues and information.
- Excellent administration skills and previous experience of co-ordinating implementation of company-wide initiatives.
- Very good attention to detail and organisational skills.
- Systematic, analytical approach with a problem-solving mind-set and strong desire to find solutions to issues.
- Able to manage a demanding workload with multiple priorities and to see issues through to completion.
- Remains calm under pressure and able to perform as the first point of contact for the relevant Boards and Committees
- Strong communication skills - verbal, written and presentation.
- Excellent word and excel skills.
- Able to develop good working relationships with a broad range of people including senior managers, Board members and other staff.
- Able to influence others to achieve smooth administration of committees and Boards
- Interest in the legal function and appreciation of the function’s role in the organisation
- Interest in International Development business and market
This is a full-time position based in our office in Oxford, UK. We will consider applications made for part-time work. Please note that the successful candidate will need existing full right to work in the UK.
OPM offer a rewarding, interesting and collaborative work environment and excellent benefits including 30 days holiday entitlement and a good pension scheme.
What’s it like working at OPM, and why should you join our growing global organisation? Watch this video to see what our colleagues have to say.
To submit an application please fill out the form online and submit the requested documents. We cannot accept applications submitted via email.
Thank you for considering OPM and we wish you all the best for your application.
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