Board Services Coordinator

4 days ago


Dublin, Dublin City, Ireland XL CATLIN Full time

Your Responsibilities

As a Company Secretary Assistant, you will be responsible for:

  • Supporting the company secretarial team in delivering efficient and effective company secretarial services to the Board of Directors and committees;
  • Assisting in minute-taking and preparation for Board and committee meetings;
  • Collecting, collating, uploading, and distributing Board and committee papers using Diligent, including liaising with stakeholders;
  • Coordinating Board meetings and committee meetings, as well as developing and managing a company secretarial reporting calendar;
  • Maintaining statutory registers, minute books, and other corporate records;
  • Providing assistance on all corporate reporting requests from the company and its branches/representative offices worldwide, supported by the Compliance team;
  • Certifying, notarizing, and apostilling company documents for international use;
  • Liaising with functions/units within the company to ensure efficient information provision and monitoring information flow;
  • Supporting knowledge management processes to maintain the company's/corporate knowledge database up-to-date;
  • Managing the delivery of Board pack reporting to the Central Bank of Ireland;
  • Ensuring timely completion of regulatory and statutory filings;
  • Supporting the company secretarial team in assisting company projects to improve governance standards and provide company secretarial services across the AXA XL Division;
  • Managing, monitoring, and responding to general company secretarial queries;
  • Assisting with corporate authority documentation, including powers of attorney;
  • Developing team operating procedures;

What We're Looking For

We're looking for someone who has:

  • A relevant third-level qualification and a member of the Chartered Governance Institute or a desire to study towards Chartered Governance Institute qualification;
  • Two/three years minimum experience within the company secretarial field or in a similar position;
  • Knowledge of Irish company law in general and particularly the Companies Act 2014 highly desirable;
  • Excellent verbal, written, and collaborative communication and influencing skills;
  • Able to communicate effectively with internal and external stakeholders;
  • A proactive approach to problem-solving with good decision-making capability;
  • An ability to work independently and on own initiative while being part of a wider team;
  • Ability to prioritise conflicting needs and progress matters expeditiously;
  • Proactively follow through on projects to successful completion;


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