Corporate Secretary & Governance Process Owner

Role Summary

You sit in every board and committee meeting, make sure each one ends in clear decisions, and build the system that turns those decisions into a single source of truth that does its own follow-up.

You run company secretarial work as a service across the group: the management boards, supervisory boards and board committees of Finom Group, Finom Payments B.V. and other group entities. That comes to about 90 meetings a year (roughly 2 a week, peaking at quarter ends), plus ad hoc meetings and written resolutions. More boards will be added as the group grows.

 
This is a list of your stakeholders and your expectations for each of them:
 
• CEO Finom Group - Group board cycle, decision and action register, follow-up across the group
• CEO Finom Payments B.V. -  Management Board cycle, regulator-ready minutes, follow-up across Finom Payments
• Chairs of the Supervisory Boards - Agenda, packs, minutes and actions for each board, on one standard
• Chairs of the board committees (e.g. risk, audit, remuneration)    Committee calendar, packs, minutes, action tracking, input for the annual evaluation
Each chair is a client. One system, one standard, one register for all of them.

Responsibilities

1. Secretary: be the secretary in the room

Attend all management board, supervisory board and committee meetings across the group, tracking agenda, quorum, conflicts of interest and decision rights.

Draft minutes and resolutions to regulator and auditor standard, based on Legal’s mandatory draft.

Run the annual cycle (calendars, charters, evaluations, entity registers) and prepare DNB, KvK and UBO filings with Legal/Compliance sign-off.

Own records management and access rights, and build controls with Risk and Internal Audit (audit trail, human sign-off, AI accuracy checks).

Distribute minutes and decisions to the relevant teams.

2. Organiser: meetings run on time and end in decisions

Own the annual agenda for each board and committee, and run a prep cadence with presenters.

Send packs 5 working days ahead, with a pre-meeting brief and a standard board paper template (send back papers that miss the bar).

Keep one register of decisions and actions (source, owner, due date, status, closure evidence), with automatic follow-up and escalation of overdue items to the chair.

Benchmark against best practice in regulated banks and listed companies.

3. Builder: build it yourself

Build the governance part of Finom’s company-wide AI brain with the AI team: meeting capture, minute drafting, action extraction, the register, board packs, reminders and exports.

Design it so any meeting can run without you, with the chair appointing a stand-in secretary.

Work hands-on in Notion, Gemini, Granola, Google Workspace, n8n, Langdock, Claude, Slack and email.

Who you are

Discreet (a must): You handle sensitive board, regulator, people and deal topics, and keep information and access rights tightly controlled.
Delivers: You get every action closed on time by finding out why things stall, helping the owner, and escalating to the chair when needed.
Direct and honest: You flag conflicts with earlier minuted positions in the moment, and record decisions exactly as they were made.
Curious builder: You learn new tools and AI on your own, and keep asking until a decision is clear.
Presence and service mindset: Board members and the regulator trust you from day one, and your success is a board that works well.

Requirements

Audit trail and process discipline. You have run or improved a governance, control or compliance process that was tested by an auditor or regulator, and you can show how the decision trail was kept complete.
Proven discretion with board-level, regulatory or people-sensitive information, confirmed through references.
at least 3 to 8 years in a board office, company secretariat, governance operations team or corporate law practice, at a bank, insurer, licensed fintech, law firm or listed company.
Working knowledge of Dutch BV/NV and European bank-grade governance: what an audit trail is, why a regulator reads board minutes, how a two-tier board works, and the difference between executive and non-executive roles (MB and SB)
 
Nice to have

A law degree or company secretarial qualification (CGI), or studying for one.
Experience with a board portal (e.g. Diligent).
Experience working under DNB, the ECB or another EU supervisor, or in a listed company.
Have used AI and automation to improve processes efficiency
This person can work remotely from Netherlands and must have the right to work in Netherlands.

Hiring Process

• Intro call with our Talent team - 30’
• Intro interview with the hiring managers - 30’
• Test Task
• Interview with CEO Finom Payment + Head of Compliance - 45'
• Final round with the CEO Group and a member of the Supervisory Board chair -45' 
• References and a certificate of conduct (VOG)