Company Secretarial Assistant

Mott MacDonald

Position location: Croydon, United Kingdom 
Recruiter contact: Laura Kennedy

We’re a global engineering, management, and development consultancy. 
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities. 

A fundamental part of this is respecting each person’s differences and striving to meet their needs. 

We are proud to be a one of Glassdoor’s top employers to work for in the UK, as well as being recognised as a Top Inclusive Company in the UK.

Our values: Progress, Respect, Integrity, Drive, Excellence. 

About the business unit  
Mott MacDonald’s support services are the driving force behind our organisation enabling us to run efficiently and effectively. The team works collaboratively to offer specialist advice, best practice and technology to all areas of our business specifically designed for our global reach.  

About the role:

The Legal Department is a busy international team of professionals with experts based in the UK, Dubai, Australia, Singapore and the US. The UK legal team deals with a variety of legal issues that arise daily in a company the size and complexity of Mott MacDonald and the global team of over 60 employees is headed by our Group General Counsel, a practising solicitor with over 30 years of legal experience. Our role is to serve our internal clients, the Mott MacDonald project teams from various business sectors, by providing commercially-focused legal advice and support. The role will be based in our Renaissance House, Croydon office which is a few minutes’ walk from East Croydon station with extensive network links to London, Surrey and Sussex. You will be an important member of the friendly Legal team which extends internationally.

The Company Secretarial team provides legal and corporate services for all Group companies by working as an integral part of the Legal Department to help deliver Mott MacDonald’s strategy by ensuring the smooth running of good corporate governance and compliance of all Group Companies. 

As a Company Secretarial Assistant, you will be working as part of a team of four to assist and support the Deputy Company Secretary in the provision of company secretarial services throughout the Group. This role involves dealing with the varied day-to-day workload of a busy Company Secretariat which provides advice and support to stakeholders in a large international group of companies. In return, you can look forward to all the responsibility and involvement of an integral role, providing you with a fantastic opportunity to further develop your legal career with global exposure. This position calls for a legal professional with strong communication and interpersonal skills to liaise with the business at all levels. 

About you:

• As part of your role the successful candidate will be able to assist as part of a team with the following duties: 
• Core company secretarial duties (annual compliance work, board and shareholder resolutions)
• Arranging for board minutes, board resolutions and bank mandates to be executed. 
• Ability to draft board minutes, resolutions, review usual accounting documents and provide input along with other departments.
• Preparation of powers of attorney and arranging execution of legal documents (NDAs, contracts, deeds etc). 
• Process legal documents to be notarised, legalised and apostilled. 
• Conduct all necessary statutory filings and electronic minute book filings (i.e. SharePoint). 
• Process bid documentation e.g. Directors details for bid teams and business units. 
• Provision of KYC/AML/DD and other documents as requested from the divisional business units.
• Assist the team with the AGM and other Directors’, general and committee meetings. - general administration, such as: updating company records and databases (Diligent) and processing payments and invoices.
• Ad-hoc long-term projects, assisting and supporting the Group General Counsel and Deputy Company Secretary on corporate transactions and other projects as and when required. 
• Proactively contributing to the success, high performance and development of the Company Secretariat as a whole.

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, legal department or law firm would be preferred.

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.

#LI-LK1

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 

Happy to talk 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.