Company Secretarial Assistant

Job Title: Company Secretarial Assistant, PLC, GB and Ireland

Location: Dublin, Ireland

Reports To: Head of Company Secretariat, PLC, GB and Ireland

Department Corporate Legal & Company Secretarial team, Global Legal Function

About us

With over 200 brands sold in nearly 180 countries, we’re the world’s leading premium drinks company. Bring your passion and use your curiosity as you explore, collaborate, and innovate to build brands consumers love. Together with passionate people from all over the world, you’ll test new ideas, learn and grow, and unlock a brighter, more exciting future.

Join us to create a career worth celebrating.

Context/Scope:

The Company Secretarial Coordinator reports into the Head of Company Secretariat, who leads the PLC, GB and Ireland company secretarial / governance team. The Company Secretarial team is responsible for providing company secretarial and corporate governance support to the all group companies incorporated in GB, and Ireland. The purpose of this role to facilitate compliance with corporate governance, filing compliance and cosec administration work for the group companies incorporated in the Republic of Ireland and Northern Ireland.

Responsibilities:

This role has the following key responsibilities:

Board meeting co-ordination

• Manage the board meetings for the Irish entities right through from start to finish.

• This includes co-ordinate board meeting dates with EA’s & PA’s, booking boardrooms, adding and managing Zoom. Requesting board papers. Creating and circulating board packs in a timely manner. Drafting of minutes and attending to action points.

• Support with meetings of UK subsidiaries.

Signings mailbox and pathfinder

• This remains a significant part of the cosec function which needs constant attention due to volume of documents we receive for signing daily.

• The complexity of requests depends on what is required as some documents can be signed via DocuSign, some need wet ink while other need to be notarised. Notarised documents are usually more complex and time consuming as we need to co-ordinate with the notary.

• Sending documents for signing via DocuSign.

• Save and record the approvals and completed documents in the signing and sealing folder in a timely manner.

• A key responsibility of this role will be to manage the signings of the Irish entities but also be able to support the UK company signings.

Financial approval process

• A key responsibility of this role will be to manage the signings of the Irish entities but also be able to support the UK company signings.

Strike offs and liquidations

• A key responsibility of this role will be to manage the signings of the Irish entities but also be able to support the UK company signings.

Insider closer period lists

• A key responsibility of this role will be to manage the signings of the Irish entities but also be able to support the UK company signings.

Post / mail management

• Responsible for the daily post/admin that arrives at The Masonry Office for the Irish entities.

• Manage the personal injury post that is received and ensure it is forwarded in a timely manner.

• Arrange for signing of licence agreements that are received in the post.

Companies Registration Officer (CRO) and Companies House filings

• Arrange for signing of licence agreements that are received in the post.

Register of Beneficial Owners (RBO)

• Managing the RBO and ensuring all changes are captured in a timely manner.

• Collaborating with UK colleagues to arrange RBO documents with new Diageo plc Directors.

Banking – KYC requests

• Collaborating with UK colleagues to arrange RBO documents with new Diageo plc Directors.

Global Mapping Document (GMD)

• Ensure this platform is kept up to date with all company information for Irish entities.

• Completing the biannual reviews of the GMD system.

Blueprint Database

• Update the Blueprint database with any changes to company information for Irish or UK companies.

• Complete Company House filings via the Blueprint system.

Statutory minute books

• Complete Company House filings via the Blueprint system.

Purpose of Role:

Responsible for coordinating company secretarial and administrative support primarily for Irish group companies, as well as PLC and GB group companies as required.

Top Accountabilities:

• Effective management and organisation of Irish entity board meetings, including timetable, creation, collation and circulation of board papers, and minute-taking in meetings.

• Timely completion of signings requests and effective management of online and physical signings processes for Irish entities.

• Timely completion of public registry filings, internal record-keeping and cosec administration for Irish entities.

• Assisting with Adhoc corporate projects as required.

• Assisting the team with GB and PLC cosec support as required.

Qualifications and Experience Required:

• Degree level qualification (law or finance preferred) as well as a preference for a partially qualified chartered secretary.

• Ideally 2 years’ professional experience in robust but practical application of financial, legal and corporate governance principles and requirements.

• Must be highly organised and able to drive excellent execution while remaining agile to deal with pressurised situations, late requests and changes to timelines.

• Excellent relationship-builder and able to coordinate with senior stakeholders and other functions.

Flexibility is key to our success. Talk to us about what flexibility means to you so that you’re supported to manage your wellbeing and balance your priorities from day one.

We recognize and value performance, offering our people a highly competitive Rewards and Benefits package.

Our purpose is to celebrate life, every day, everywhere. And creating an inclusive culture, where everyone feels valued and that they can belong, is a crucial part of this.

We embrace diversity in the broadest possible sense. This means that you’ll be welcomed and celebrated for who you are just by being you. You’ll be part of and help build and champion an inclusive culture that celebrates people of different gender, ethnicity, ability, age, sexual orientation, social class, educational backgrounds, experiences and more.

Our ambition is to create the best performing, most trusted and respected consumer products companies in the world. Join us and help transform our business as we take our brands to new heights and build new ones as part of shaping the next generation of celebrations for consumers around the world!

Feel inspired? Then this may be the opportunity for you!

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