Board Secretary

  • Location

    City of London, London

  • Sector:

    Operations & Middle Office

  • Job type:


  • Salary:

    £85000 - £95000 per annum

  • Contact:

    Scott Duerden

  • Contact email:


  • Job ref:


  • Published:

    7 months ago

City based International Bank are looking to recruit a Board Secretary, who will come on board and manage all aspects of Board meetings (main full board and board sub committees). The sub committees include Audit, Risk and Compliance (ARCC); the RemCo and the Board Credit Committee.

Main responsibilities will include;

  • Develop and facilitate the delivery of a thorough induction programme for newly appointed directors.
  • In conjunction with the Chairman and Chief Executive to plan, arrange and produce agendas, reports and subsequent minutes for meetings of the Board and committees.
  • Provide advice to the chairman and the Board members on the conduct of meetings.
  • Identify the ongoing development needs of directors and agree development. programmes where appropriate.
  • Provide adequate administrative resources to facilitate the effective working of the Board.
  • Facilitating the smooth operation of the company's formal decision making and reporting machinery
  • Organising board and board committee meetings
  • Formulating meeting agendas with the chairman and / or the chief executive and advising management on content and organisation of memoranda or presentations for the meeting
  • Collecting, organising and distributing such information, documents or other papers required for the meeting
  • Ensuring that all meetings are minuted and ensuring that minutes are maintained with certified copies of minutes
  • All board committees are properly constituted and provided with clear terms of reference
  • Ensuring that an annual general meeting is held in accordance with the requirements of the Companies Act and the companies' Articles of Association
  • Obtaining internal and external agreement to all documentation for circulation to shareholders
  • Prepare and issuing notices of meetings, and distributing proxy forms
  • Prepare directors for any shareholder questions and helping them create briefing materials
  • At meetings, ensuring that proxy forms are correctly processed and that the voting is carried out accurately
  • Coordinating and documenting changes in ownership structure
  • Share and capital issues and restructuring
  • Coordinating and managing the documentation of authorised changes in the structure of the company's' share and the loan capital
  • Establishing and administering the registered office
  • Attending to the receipt, co-ordinating and distribution of official correspondence received by the company, sent to its registered office
  • Ensuring the provision of facilities for the legally authorised inspection of company documents
  • Monitoring and laying in place procedures which allow for compliance with relevant regulatory and legal requirements, particular under the Companies Acts including legal requirements on retention of documents
  • Retaining the minimum set of records required for commercial reasons
  • Ensuring that procedures are in place to allow adequate historical archives to be maintained

To be considered for this position, ideal candidates must have worked in a similar position (board or company secretary position) for a small/medium sized international bank and if possible come from a banking background within risk or compliance if possible.

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