Company Secretarial Assistant - Assistant Vice President

Recruiter
Citi
Location
Belfast, United Kingdom
Salary
Competitive
Posted
14 Jan 2023
Closes
29 Jan 2023
Ref
18457530
Job Function
Banking
Industry Sector
Finance - General
Employment Type
Full Time
Education
Bachelors
Overview of Citi
Citi is a world-leading global bank. We have approximately 200 million customer accounts and a presence in more than 160 countries and jurisdictions worldwide. We provide consumers, corporations, governments, and institutions with a broad range of financial products and services, including consumer banking and credit, corporate and investment banking, securities brokerage, transaction services, and wealth management. We enable clients to achieve their strategic financial objectives by providing them with cutting-edge ideas, best-in-class products and solutions, and unparalleled access to capital and liquidity.

Citi Belfast is one of the largest employers in Northern Ireland with a diverse and talented team of over 3000 people from over 40 different nationalities across our four Belfast offices.
We are the only global investment bank operating in Northern Ireland. Every day, our local experts interact with global teams in over 100 countries developing and supporting next-generation technology solutions for the enterprise and delivering critical services to the bank and its customers, to make sure we are a stronger and safer organization for our clients.

You will have a truly global reach, which will provide you with new experiences and development opportunities right here in Belfast's iconic Titanic Quarter.
Role Overview
We are pleased to advise of a number of exciting roles available within the Company Secretarial ("CoSec") team at Citi Belfast. These newly created roles are available as a result of the continued growth and success of the CoSec function in Belfast, which supports our wider UK and Irish CoSec teams. The Belfast CoSec team sits within the wider Citi Legal team and was established in 2019 to support the existing CoSec teams based in London and Dublin. The team supports the key regulated Citi entities in UK and Ireland and provides a full range of Board and Committee governance services.
This Company Secretarial Assistant role would suit a candidate with previous Company Secretarial or transferable experience and will be vital in supporting the smooth running of the Boards and Committees of our regulated legal entities, as well as providing legal entity management support to a broad portfolio of other controlled entities. The role will face a wide range of internal and external stakeholders and departments and at a senior Executive level.

Responsibilities

Board Governance
You will assist in the following tasks in relation to Board and Committee meetings for Citi Legal Entities
  • Full end to end meeting support including:
  • Drafting of agenda and liaising with contributors
  • Liaison with meeting Chairs
  • Commissioning of papers
  • Building of meeting packs
  • Management of logistics
  • Attending meetings and minute taking
  • Monitoring and maintaining action lists
  • Post Board meeting actions, including preparation of final records of the meeting, etc.
  • Maintenance of forward calendars
  • Assistance with administration of the annual Board Self-Evaluation (and External Evaluation) and Board Skills Review.
  • Assistance in scheduling new director induction presentations / meetings;
  • Assistance in setting and maintenance of the Board Meeting Dates and Calendars
  • Arranging Board Tutorials and Information Sessions
  • Involvement in governance related projects working with a wide range of stakeholders
  • Maintenance of Board portal software
Company Secretarial Duties
  • Assistance in the collation of information for Regulatory Inspections, Deep dives or Investigations.
  • Provision of copies of Board and Committee minutes, Board packs, papers and any other information requested by the Internal or External Auditors or Regulators
  • Maintenance of other Corporate Records, incorporation & constitutional documents
  • Updating CLEMS Legal entity management system with any changes as required and complete the bi-annual attestation twice a year;
  • Preparation of confirmations of ownership as requested
Company Secretarial Duties
  • Assistance in the collation of information for Regulatory Inspections, Deep dives or Investigations.
  • Provision of copies of Board and Committee minutes, Board packs, papers and any other information requested by the Internal or External Auditors or Regulators
  • Maintenance of other Corporate Records, incorporation & constitutional documents
  • Updating CLEMS Legal entity management system with any changes as required and complete the bi-annual attestation twice a year;
  • Preparation of confirmations of ownership as requested
Legal Entity Management responsibilities
  • Management of Authorised signatory list including:
  • Dealing with queries relating to signatories
  • Drafting Powers of Attorney (POA)
  • Managing revocations of POAs
  • Annual renewal of POAs and delegations
  • Support CoSec efforts to enhance processes using technology and automation
  • Arranging for certification, notarising and apostille as required
  • Statutory filings for a range of regulated and non-regulated legal entities
  • Involvement in closure/liquidation of legal entities
  • KYC Requests: Assistance with providing constitutional documents, directors information etc.
  • Reports to legal entity management for a
  • Maintenance of legal entity structure charts for the region
Key personal attributes
  • Works well as part of a multi-jurisdictional team and ability to travel if required
  • Good minute taking and note taking skills a distinct advantage, particularly within a banking or financial services environment.
  • Attention to detail
  • Knowledge of Blueprint and Electronic Board Portal software is an advantage
  • Ability to prioritise and manage high volume workload
  • Works well under pressure
  • "No surprises" approach in communicating issues
  • Strong influencing skills
Qualifications
  • Fluency in English language required, fluency in German an advantage
  • Graduate of the Institute of Chartered Secretaries and Administrators an advantage
  • Graduate in Law, Governance or Business
  • Experience in a Company Secretarial role depending on the level
Exceptional candidates who do not meet these criteria may be considered for the role provided they have the necessary skills and experience.

What we Offer

We work hard to have a positive financial and social impact on the communities we serve. In turn, we put our employees first and provide the best-in-class benefits they need to be well, live well and save well.
We'll provide you with the resources to meet your unique needs, empower you to make healthy decisions, and allow you to choose which benefits suit you and your personal life best.

Highlights to our core benefits include:
  • Award winning pension
  • On-site health services
  • Private medical insurance packages to suit your personal circumstances
  • Paid parental leave
  • Generous holiday allowance starting at 27 Days plus bank holidays; increasing with tenure
Citi Belfast also champions diversity within our workforce, which helps us be well and live well together. We have over 40 different nationalities in our Northern Ireland offices, are a vocal supporter of LGBTQ+ rights, and are proud to have 47% of our leadership team made up of individuals who identify as women.

We encourage and lead inclusivity through our Pride, Disability, Multicultural, Families Matter, and Women affinity networks that are run by and for, Citi Belfast colleagues; providing them with the support they need in their personal and professional journeys and supplying them with the tools to help educate colleagues on all things related to each network to help us work better together.
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Job Family Group:
Legal -------------------------------------------------
Job Family:
Legal Support ------------------------------------------------------
Time Type:
Full time ------------------------------------------------------
Citi is an equal opportunity and affirmative action employer.

Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Citigroup Inc. and its subsidiaries ("Citi") invite all qualified interested applicants to apply for career opportunities. If you are a person with a disability and need a reasonable accommodation to use our search tools and/or apply for a career opportunity review Accessibility at Citi .

View the " EEO is the Law " poster. View the EEO is the Law Supplement .
View the EEO Policy Statement .
View the Pay Transparency Posting
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