Company Secretary – Associate

The Associate will have responsibility (as part of a team) for the delivery of services (to include scheduling meetings, requesting materials for meetings, preparing board packs, publishing board packs, participating in project work, circulating documents internally for review and execution, maintaining records, trackers and entity management systems and updating registers) to a Manager – COE (Company Secretarial) based in Mumbai. This will include delivering KPIs and MI on a regular and consistent basis for management, detailed capacity monitoring and helping to drive the implementation of a technology solution to underpin the business.

All employees are expected to demonstrate core competencies as outlined below. The role of Associate has unique requirements and duties; however, these responsibilities are to be executed within the organization’s framework of core values. It is expected all employees shall be high performing and self-motivated.

Summary of the role  

The Associate will have responsibility (as part of a team) for the delivery of services (to include scheduling meetings, requesting materials for meetings, preparing board packs, publishing board packs, participating in project work, drafting resolutions, circulating documents internally for review and execution, maintaining records, trackers and entity management systems and updating registers) to a Manager – COE (Company Secretarial) based in Mumbai. This will include delivering KPIs and MI on a regular and consistent basis for management, detailed capacity monitoring and helping to drive the implementation of a technology solution to underpin the business.

Key Accountabilities and main responsibilities shall include (but not be limited to):

•         Organise board and committee meetings;

•         Request reports for inclusion in board papers;

•         Prepare board papers, board meeting and/or shareholder meeting documentation;

•         Prepare resolutions based on provided templates;

•         Assist in the compilation and preparation of management information as and when required;

•         Assist with projects and the circulation of documents internally for approval and execution;

•         Display keen attention to detail and excellent communication skills;

•         Ensure appropriate prioritisation of workload, identification of and escalation of scheduling conflicts and delays;

•         Ensure client files and corporate records are maintained and updated appropriately;

•         Follow current Waystone policies and procedures as set out in the Employee Handbook;

•         Liaise professionally and effectively with management, senior staff and team members in other locations;

•         Maintain and update corporate records (to include the use of Diligent Entities, SalesForce and Board Intelligence);

•         Update registers and trackers; and

•         Promote team building and communication within the organization to ensure cohesive approaches and organizational culture.