Assistant to Company Secretary

• Assist in scheduling board and committee meetings.
• Support preparation and formatting of board packs.
• Ensure documents are compiled and circulated within agreed timelines.
• Take draft minutes during meetings and assist in formatting final versions.
• Maintain meeting records, attendance logs, and action trackers.

• Maintain governance calendars (Ireland & UK, if applicable).
• Track compliance deadlines and send reminders to relevant stakeholders.
• Assist in preparing governance reports and updates.
• Support coordination of board evaluations and governance reviews.

• Assist in preparation and submission of statutory filings (e.g., CRO filings).
• Maintain and update statutory registers (directors, shareholders, etc.).
• Ensure corporate records are accurate, organised, and up to date.
• Support maintenance of document repositories and filing systems.

• Draft basic corporate documents such as:

1. Board resolutions
2. Meeting minutes
3. Standard forms and templates

• Track document status and follow up on pending approvals.
• Maintain logs of legal and governance documentation.
• Assist the Legal Manager and Company Secretary in coordinating the drafting and review of corporate policie
• Maintain central records of all policies at both Group and entity level
• Track policy renewals, approvals, and adoptions, ensuring timely updates and version control

• Maintain governance trackers (e.g., compliance logs, risk registers).
• Follow up on outstanding actions with internal stakeholders.
• Escalate overdue items to the Company Secretary when required.

• Coordinate with internal departments for required governance inputs.
• Log and track queries from auditors, regulators, and internal teams.
• Ensure responses are followed up and documented appropriately.

• Assist in preparing periodic governance and compliance reports.
• Maintain reporting schedules aligned with board timelines.
• Ensure accuracy and completeness of all documentation.

• Maintain standard templates for governance documentation.
• Ensure proper version control and document organisation.
• Support continuous improvement of administrative processes.
• Support the Company Secretary in maintaining custody of all governance and policy documentation, ensuring accurate record-keeping and accessibility

Education
Bachelor’s degree in Business Administration, Law, Finance, or a related field.
Progressing towards or committed to pursuing a Company Secretary or governance-related qualification is desirable.

Experience
1–3 years of experience in:

• Administrative / Executive Assistant role, or
• Legal, Compliance, or Company Secretarial support.

Experience working in a structured, deadline-driven corporate environment.
Proven experience handling documentation, trackers, and coordination of multiple tasks.

Technical / Hard Skills

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong document formatting and professional writing capability.
• Working understanding of corporate governance and compliance processes.
• Experience managing trackers, logs, and calendars with high accuracy.
• Strong document management and record-keeping skills.

Soft Skills

• Strong organisational and time management skills with the ability to manage multiple deadlines
• High attention to detail and accuracy in all outputs.
• Strong ownership mindset with ability to follow through without constant supervision.
• Confident in coordinating and following up with stakeholders.
• Clear and professional written and verbal communication.
• Proactive approach with ability to anticipate needs and flag issues early.
• Ability to work under pressure and maintain consistency during busy periods.
• High level of discretion and professionalism when handling confidential information.