Assistant Company Secretary page is loaded
Assistant Company Secretary
Apply locations London - Head Office (EP) time type Full time posted on Posted Yesterday time left to apply End Date: March 31, 2025 (22 days left to apply) job requisition id REQ-7063480
About us
Lendlease are a globally integrated real estate group, we draw on decades of experience and the latest thinking in development, design, placemaking, construction and investments to deliver iconic and enormously successful places.
With UK roots going back over 100 years, Lendlease’s Construction business brings deep knowledge and capability to all that we do. We are a trusted construction partner to many of the most respected private and public sector organisations in the UK.
Whether a new build, a repurposed or reconstructed property, a heritage restoration or a multi-phased development, our clients trust us to drive delivery, deal with complexity, and provide strategic and long-term economic and social value with innovative and sustainable solutions.
The role
Contribute to the administration and delivery of the Company Secretariat function, prepare documentation, perform administration and logistical activities, and contribute to Company Secretariat policies, processes and operations.
What will you do?
Board Meeting Requirements and Drafting
* Liaise with company directors (internal and external) and schedule all periodic and ad hoc board meetings and manage the company secretary calendar.
* Manage the annual board meeting calendar for our joint venture entities, including the following:
o Schedule all quarterly board meetings and restricted agenda meetings such as the signing of financial statements and approval of annual business plans; and
o Assist in preparing and distributing board packs, including conflict of interest registers, matters arising registers and document execution registers.
* Coordinate with company directors and the company secretary and assist with the drafting and distribution of corporate authorisations (board minutes and director and member resolutions).
* Attend and minute board meetings and arrange for board minutes and other authorisations to be considered, approved and signed internally.
* Draft ad hoc board minutes and resolutions when requested in relation to e.g. POAs, bank mandates, loan agreements, share allotments and corporate restructures.
* For non-UK entities, liaise with our external service providers to obtain approval for shareholder resolutions, annual accounts and annual compliance requirements.
Filings and documentation
* Manage statutory filings for all UK companies.
* File relevant documents with Companies House through the GEMs system and directly with Companies House.
* Circulate copies of filings and related documents to relevant business contacts for their records.
Maintain Integrity of Company and Director Data
* Obtain identity verification documentation from new directors.
* Ensure director distribution email lists are maintained and kept up to date.
* Coordinate documentation relating to director changes (including with Companies House and in GEMs).
* Maintain a database of electronic signatures.
* Manage internal entity establishment procedures and assist with constitutional documents, as needed.
Other Activities
* Assist with the approval of annual accounts and financial year-end processes, and work with finance and auditors to schedule board meetings for the signing of financial statements, including:
o Preparing and distributing board packs;
o Obtaining signed letters of financial support (where required);
o Completing all follow up actions (e.g. signing of minutes and documents); and
o Delivering signed documents to the auditors and filing with Companies House.
* Monitor the Company Secretariat email inbox, respond to requests and queries where appropriate and forward requests and queries to relevant parties as required.
* Monitor and manage post received for the Company Secretary.
* Prepare and maintain the corporate structure chart for the UK and EMEA on a monthly basis (using Microsoft Visio), note any changes in the movement register and distribute to the approved list of recipients.
* Ensure all signed documents are scanned and saved to the relevant company folders.
* Manage and maintain company registers, including registers of members, directors and PSCs, and file changes with Companies House.
* Maintain a list of Lendlease entities at our registered offices for inspection.
* Manage external relationships with our external service providers.
* Liaise with company secretarial teams in Australia and America.
* Facilitate the signing of documentation by DocuSign and manage the DocuSign process.
* Organise director training.
* Assist with the implementation of iManage and the migration of company secretarial records to iManage.
System Maintenance
* Arrange for updates to be uploaded onto Legal Link (internal legal SharePoint site).
* Manage the relationship with Computershare (provider of GEMs) and support GEMS requirements as appropriate.
Compliance
* Assist in the Know Your Business Partner (KYBP) process.
What we provide
* Flexible and hybrid work options
* Industry leading pension scheme
* Private medical health benefit and dental plan options
* Enhanced parental leave
* Life assurance
* 25 days annual leave with the option to buy or sell additional days
* Wellbeing leave
* Health and wellbeing support and initiatives
* 24/7 confidential Employee assistance programme
* Discounted gym membership to over 2,500 gym’s nation wide
Want to find out more about our benefits? Click here.
Belong at Lendlease
We offer workplaces that unite diverse minds; where respect, equal treatment and equal opportunity are just the norm.
We strive for our workforce to reflect the diversity of the communities in which we work; and for everyone to feel they belong.
We build careers, develop skills, and invest in people. Imagine what more you can do here.
#J-18808-Ljbffr