Company Secretarial Assistant Trainee

Job Profile Summary

To provide business facing company secretarial and administrative services within the Company Secretarial team, drawing on an awareness of internal business need and external industry trends. To build strong cross functional relationships with colleagues and to make a proactive added value contribution to corporate projects and shared goals.

This role is well-suited to a recent graduate or someone early in their career who is looking to build a career in company secretarial practice and corporate governance.

To assist with the discharging of the Company Secretarial function’s responsibility for ensuring the statutory and regulatory compliance of all Man Group entities and provide a comprehensive range of company secretarial services to the UK and overseas entities as required.

Responsibilities

Listed Company Responsibilities

• Provide assistance with the preparation of the company secretarial content of the Annual Report and financial statements, including the Corporate Governance section, Board Committee reports, director's report, and notes as necessary.
• Provide assistance with the preparation of year-end documentation including the AGM Notice and related shareholder communications, alongside the timely discharge of regulatory filings relating to the circulation and publication of the Annual Report and AGM Notice (including ESEF obligations) as necessary.
• Provide support on specific projects including share buyback processes, Sharesave Scheme exercises and share award grants and vestings.
• Prepare, release and distribute routine Man Group RNS announcements, ensuring all internal controls are observed and regulatory deadlines met.
• Provide support for the management of inside information and Share Dealing Code processes, including periodic attestations.
• Update the Shareholder Information and Corporate Governance content of the Man Group website with oversight.
• Provide input and assistance with the preparation and running of the AGM and other shareholder meetings. This may include organising of audio/visual and staging requirements, meeting materials, preparation of Q&As for the Board, managing the delivery of directors' proxy votes, liaison with Registrars and sourcing Man staff to help run the meeting on the day.
• Assist the Company Secretary with plc Board meeting, Board committee and corporate governance matters as and when required, including supporting on the directors' external interests schedule and maintaining the list of persons closely associated with directors (PCAs).

Global Entity Governance and Corporate Governance

• Update and maintain the Man Group corporate structure chart and statutory records for Group entities and respond to the business on related queries.
• Arrange overseas subsidiary minute collation and biannual review of corporate records.
• Arrange Board approval and filing of subsidiary accounts and prepare and submit annual confirmation statements for UK subsidiaries.
• Update and maintain subsidiary company Authorised Signatory Lists.
• Provide support in the delivery of company secretarial services to Group entities, having due regard to the global regulatory requirements which apply to Man Group as a financial services and fund management Group.
• Provide support and assistance on corporate transactions, corporate rationalisation or other projects. This may include, but is not limited to, board changes, capital injections or reductions, distributions, intercompany or external transactions and advice on any related Group governance and company secretarial practice.

Team Development and Other Support

• Assist with the preparation and monitoring of the annual departmental budget, with guidance from the Company Secretary, and help track expenditure against budget.
• Support the team's AI enhancement initiatives and contribute to data collection and integration processes, to help deliver improved analytical insight and operational efficiency.
• Answer company secretarial queries from the business as required including queries sent to the Company Secretarial inbox.
• Be responsible for the team's hard copy and electronic filing systems.
• Assist the Company Secretary to raise the profile of the Company Secretarial team across the business through proactive value-added contribution to corporate projects and the development of strong relationships with colleagues in other functions.
• Provide team members with any additional support they may need on ad hoc projects or their ongoing responsibilities.

Technical Competencies

• Strong written and verbal communication skills, with the ability to draft clear, accurate documents and correspondence
• High attention to detail and a methodical approach to work
• Good organisational and time management skills, with the ability to prioritise and manage multiple tasks
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint)
• A genuine interest in and demonstrable enthusiasm for company secretarial practice - candidates should be prepared to articulate why they are looking to pursue a career in this field
• A collaborative team player with a proactive attitude and willingness to learn
• Experience of, or interest in, using AI or data tools to improve process efficiency