Company Secretarial Assistant

About Withersworldwide

A law firm focused on people and collaboration. For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives. We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. Many of our clients are shaping the future and creating solutions to tackle many of the world's problems.  It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future. To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first. Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

What are we looking for?

We are looking for a bright, self-motivated and professional assistant to work in  our Company Secretarial Team which sit in our busy commercial department. This is an exciting role for a good communicator with a sound level of commercial awareness and excellent attention to detail, especially in the preparation of statutory books or Companies House filings.  This role would suit someone who is currently studying for/looking to study the Chartered Governance Institute UK & Ireland  Chartered Governance Qualifying Programme or who has previous experience in this or a similar role, who is very organised and accurate with the ability to manage a large number of emails and a busy task list.  A meticulous multi-tasker who is able to use their initiative.

Experience of working in a fast-paced commercial law firm is ideal, but not essential.  This is a great opportunity for a team-player, looking to grow their career in a fast paced and forward-thinking organisation.

Areas of focus and responsibilities

• Responding to client in relation to company secretarial or company procedural enquiries
• Responding to internal queries (in person, by phone/Teams/Zoom and email) by dealing with straightforward issues, taking and forwarding messages or redirecting enquiries as appropriate
• Opening matter files, manual filing, e-filing, archiving, labelling, photocopying and e-mails where required
• Preparing and tracking ID documents for submission to Risk & Compliance department
• Management of the InterAction database to include adding new entries, updating details and undertaking searches as required
• Using  Diligent Entities to prepare standard forms, e-file records, check data and print registers and reports as required
• Incorporation and setup of companies and LLP
• Arranging for documents to be notarised and legalised
• Provide assistance with relevant company secretarial updates and training sessions to include the various provisions of ECCTA as they are rolled out
• Preparing and arranging UK and international company searches and liaising with fee earners and others as appropriate
• Using  Outlook  to track and manage company secretarial workload and queries
• Identifying and sorting post for company secretarial work: to include internal and external redirection in a timely and effective manner
• Producing accurate typed work of the level required from existing templates / standardised text, using any of the software packages and document management systems
• Ad hoc administration tasks as appropriate e.g., checking stock transfer forms prepared in volume against transfers listings
• Filing with Companies House by post, web filing, document upload and/or software filing
• Company due diligence
• Administration of company dividend payments and company share schemes
• Preparation of Statutory Books, both hard and soft copy

The Essentials

• 9.30am to 5.30pm but flexibility is a must, with hybrid working
• 12-week probation period
• 4 weeks’ notice period
• Flexible benefit package 

For further information, please contact the recruitment team.

Information for Recruitment Agencies

Withersworldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withersworldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement

It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race (including colour, nationality and ethnic and national origin), religion or belief, sex or sexual orientation.      

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