Company Secretarial Assistant

Location/s: Croydon
Recruiter contact: Nikki George

Mott MacDonald is a global engineering, management, and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices. 

We work across incredible global industries, delivering exciting work that is defining our future and making an important societal impact in the communities we serve. Our people power our performance – we succeed when they do. With countless opportunities to collaborate, learn, and grow, the possibilities for excellence are as varied as every individual. 

Whether you want to grow as a subject matter expert or broaden your experience with roles across our international community, you’re surrounded by global specialists who want to combine their expertise and champion you to be your best. As a proudly employee-owned business, we benefit our clients, our communities, and each other, investing in creating the right space for everyone to feel empowered, included, and valued. Whatever your ambition, Mott MacDonald is where people come to be brilliant.

To assist the Mott MacDonald Company Secretarial Team with the current workload, which has increased recently due to a number of ongoing and new projects including the “CSC transition” of approximately 65 legal entities to be maintained by CSC, or their local affiliate. We currently maintain 190 legal entities (135 companies and 55 branches). 

The Legal Department is a busy international team of professionals with experts based in the UK, Dubai, India, Singapore, Australia, Canada and USA. The Legal Department is headed by Paul Ferguson, our Group General Counsel and Group Company Secretary. 

The 1 year Fixed Term contract Company Secretarial Assistant role will be based two days in the office and three days remotely. 

The UK Legal Team is based in Renaissance House, a few minutes’ walk from East Croydon station. The Company Secretarial team (of five) is managed day-to-day by Joanna Field, Deputy Company Secretary. 

Role Description: 
This role involves dealing with a varied workload of a busy Company Secretariat which provides advice and support to stakeholders in a large international group of companies. This position requires a company secretarial professional with strong communication skills.

Primary Duties include:

• Document Execution Process – the handling of the daily workload of incoming contracts, deeds, licences, leases, sub-consultancy agreements etc. and processing them for execution by the directors, (via DocuSign or wet-ink). Checking that all approvals are in place and all support documents are attached and in good order before the engrossment versions are sent for execution.
• Filing of executed Board Minutes, Resolutions, Bank Mandates etc. in Minute Books.
• Filing of executed PoAs, PCGs and other legal documents in SharePoint digital folders.
• Processing of legal documents to be notarised, consularised and apostilled. 
• Processing of purchase orders and invoices.
• Creation of Structure Charts.

Secondary Duties include:

• Ad-hoc core company secretarial duties, under supervision, e.g. annual compliance work, confirmation statements, drafting of board minutes and shareholder resolutions etc.
• Assisting with the filing of statutory changes, local appointments, changes to corporate structure of international subsidiaries, branches and similar. 
• Preparation of powers of attorney based on our standard in-house templates and the updating of non-standard powers of attorney, which have been prepared externally. 
• Updating the Diligent Database and SharePoint filing system to record statutory changes. 
• Provision of KYC/DD/AML documentation as may be requested

To join us, ideally you will be qualified to degree level, have a keen interest in the law and a high level of attention to detail when working under pressure and display a commitment to excellence.
 
Previous experience working in a company secretariat team or law firm would be preferred, ideally with 2+ years of work in the field.
 
You need to be highly adaptable and proactive as well as self-organised and motivated to assist your team and provide a great service.  
 
You will need good IT skills in Microsoft Office applications and be able to demonstrate a commitment to self-development where required. You will also need to demonstrate excellent team working skills.
 
We are looking for someone who:

• Is reliable, confident and self-motivated.
• Has strong interpersonal skills and confidence in dealing with senior executives.
• Has the ability to use initiative, has sound judgement and a willingness to take personal responsibility and maintain standards even under pressure.
• Is personable and professional with a willingness to share knowledge/experience with the team.
• Understands the importance of working with confidential information.
• Has knowledge of Diligent (useful but not a required as training can be provided)
• Is happy to follow guidelines and processes and demonstrates an excellent attention to detail.
• Has proven experience of prioritising and working to tight deadlines, with the ability to work in a fast-paced environment.

We are actively recruiting a diverse workforce that is reflective of the communities we serve. We recognise that differences in ability, skills and experience are a strength and encourage applications from people of all backgrounds. 

#LI-NG

UK Immigration

Mott MacDonald Ltd. are not currently offering sponsorship to candidates under the Skilled Worker visa route in the UK. This decision is as a consequence of the changes made to the Skilled Worker route by the UK Government in April 2024. We continue to welcome applications from candidates who are eligible for alternative immigration routes in the UK, that do not require sponsorship as a Skilled Worker now or in future.

Equality, diversity, and inclusion 

We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.

Accessibility

We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.

Agile working  

We are happy to talk openly about flexible working and how we can support your responsibilities beyond the workplace. 

We offer some fantastic benefits including:

Health and wellbeing

• Private medical insurance for all UK colleagues.
• Health cash plan to support you with every day health costs and treatments.
• Access to Peppy, providing free support from menopause experts for all UK colleagues.
• A variety of wellbeing support is available through our comprehensive wellbeing program, including access for you and your family.
• Ability to flex your salary to opt into a wide range of health benefits, many of which can be extended to your family too.

Financial wellbeing

• We match employee pension contributions between 4.5% and 7%.
• Life assurance equal up to 4 x your basic salary, with an option to increase the level of cover to 6 x your salary.
• Our income protection scheme provides a financial benefit, as well as absence and return to work support due to long-term illness or injury.
• Flexible benefits, including increased life assurance cover, critical illness insurance, payroll saving and will writing.
• As an independently owned business we share the financial success of the business with all our colleagues in various ways including annual bonus schemes.

Lifestyle

• A minimum of 33-35 days holiday each year, inclusive of public holidays and dependent on level, with the ability to buy or sell leave through our flexible benefits programme.
• Holiday entitlement increased to a minimum of 35 days after 5 years’ service.
• Variety of employee saving schemes and discounts from high-street retailers.

 Enhanced family and carers leave

• Enhanced family leave policies, including 26 weeks paid maternity and adoption leave, and two weeks paid paternity/partner leave.
• Our shared parental leave matches maternity leave meaning we pay up to 24 weeks at full pay.
• Up to five additional days leave are provided for those with significant caring responsibilities, two of which are paid.

Learning and development

• Primary annual professional institution subscription.
• A broad range of opportunities to enhance both technical and soft skills through mentoring, formal training, and self-development options.

Networks, communities, and social outcomes

• Join a wide range of groups including our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability, and parents/carers communities.
• Make a difference within our communities through our social outcomes.

Apply now, or for more information about our application process, click here.