Company Secretarial Operations Lead

Primary DetailsTime Type: Full time

Worker Type: Employee

The opportunity

QBE European Operations (EO) are recruiting a Company Secretarial Operations Lead to join our Company Secretarial team as part of our wider Legal function. This role is an integral part of the Company Secretarial team and will provide high quality Operational and Team administration support. This is the perfect opportunity for someone with a keen eye for detail, a passion for working with Senior stakeholders and who is adept at working in a fast-paced environment.

Your new role

• Plan for, organise and facilitate meetings within the formal governance structure, including regular, ad hoc meetings, and written resolutions as required.

• Manage the overall meetings calendar plan and the Company Secretariat Outlook calendar, including invites and inbox oversight.

• Coordinate with EAs, Finance, Actuarial, Legal (FAL) teams, CRES, Catering, IT and others on logistical and operational arrangements for governance meetings.

• Provide support to the CoSec team before and after governance meetings, including meeting pack preparation, attendee coordination, action tracking, and potentially minutes preparation for management groups as well as ‘skeleton’ minutes and agendas for others in the team.

• Attend in the office for all Board and Committee meetings so as to facilitate the meetings and be available to manage guests, attendees and NEDs as well as any queries or logistical issues that may arise.

• Support other Company Secretarial activities such as electronic Board portal management, POA issuance, notarization, apostilling, and oversight of the related budget.

• Maintain accurate records on Blueprint, complete Companies House filings, manage uploads to SharePoint and the Board Portal, and update company files and registers.

• Ensure key documents are up to date, including the constitution chart, annual meeting schedules, and documents approved by governance forums as well as managing the regular cycle of ‘Solvency II’ documents owned by Co Sec and requiring review and approval annually.

• Develop and implement policies, procedures, and best practices to optimise CoSec operational performance.

• Support with team meetings and huddles, taking notes and following up on actions and supporting with agenda planning.

• Provide administrative support to Non-Executive Directors as required e.g. travel and expenses

• Create and manage CoSec metrics and KPIs to measure and improve departmental effectiveness, aiding the Deputy Company Secretary in report production.

• Drive process improvements and automation within CoSec operations, including matter management and workflow optimisation.

• Establish and maintain relationships with internal stakeholders to enhance CoSec service delivery.

• Provide project management support for CoSec initiatives.

• Prioritize and manage inquiries directed to the CoSec team, ensuring efficient and professional handling of confidential matters.

• Support the production of reports, presentations, and data analysis, ensuring accurate and effective information delivery, and track action item closures.

• Monitor CoSec Insight issues, ensuring timely resolution.

• Assist with RCSAs and audits for the CoSec team, providing necessary evidence and support.

• Assist with maintaining and updating the Management Responsibility Maps required under SMCR

About you

• Previous experience in corporate governance, legal, or company secretarial roles preferred.

• Excellent organisational skills with a keen attention to detail.

• Proficiency in Microsoft Office Suite and document management software.

• Exceptional written and verbal communication skills.

• Ability to work independently, manage multiple priorities, and meet deadlines.

• Discretion and integrity in handling confidential information.

Why QBE? At My Best

At QBE, we want our people to feel rewarded and inspired to perform at their best, that’s why we have created “At My Best”. It’s our connection, our way of showing we have your back. We understand that one size doesn’t fit all and that priorities can change depending on your life stage. That is why our blend of wellbeing initiatives and benefits offer flexibility to suit what matters most to you. It’s in the culture of our business, our QBE DNA, to support our people. Everything we do is underpinned by our QBE DNA - because we know it’s not just what we do that matters, it’s how we do it that makes the difference. In addition to this, we also offer flexible parental leave for both parents and have several employee network groups that support and empower our diverse workforce.

At QBE, we view our people as our most precious asset. We understand the importance of fostering a work environment that is responsive to the changing needs of today's workforce. QBE aims to build a workplace that is fair and inclusive because we want to attract and retain the best people to do the job, we have adopted flexible working across the company and welcome this conversation (https://qbeeurope.com/careers/flex-qbe/).

#LI-Hybrid

Some of the award’s QBE are proud to have won, been a finalist for, and shortlisted for include; 

5-star Diversity, Equity and inclusion (DEI) awards, 2023 Winner - Insurance Business Canada

Employer of the Year 2022 Winner – Insurance Insider

British Claims Awards 2022 Winner - InsurTech Award 

Insurance Times Claims Excellence Awards 2022 Winner - Claims Product Solution of the Year 

Working Families Best Practice Awards 2021 Finalist for: Best COVID-19 Response

Insurance Post British Insurance Awards 2022 Shortlisted for: Best Customer Care, Diversity & Inclusion Initiative of the Year 2022, Specialist Insurer of the Year (for Construction), General Insurer of the Year 

We are proud to have partnerships with organisations such as Stonewall and Working Families, and our commitment to the Women in Finance Charter, the UN Women’s Empowerment Principles and Race at Work charter helps keep us accountable and transparent

Inclusion of Diversity

We are striving to create a workplace culture where all our people feel included, and we are committed to building a diverse workforce that is reflective of the communities we operate in.

We know that diversity of thought, background and experience enables better decision making, improves the quality of our delivery and helps us to meet the needs of our customers. 

ESG & Sustainability

At QBE, we believe that integrating sustainability into our business helps us deliver on our purpose of enabling a more resilient future. Our three key focus areas include fostering an orderly and inclusive transition to a net-zero economy, enabling a sustainable and resilient workforce and partnering for growth through innovative, sustainable and impactful solutions. For further information regarding QBE’s sustainability targets, including our net-zero pledges and inclusion of diversity targets, and our award-winning impact investment initiative ‘Premiums4Good’, please visit our Sustainability homepage and read our latest Sustainability Report (Link).

About QBE

We can never really predict what’s around the corner, but at QBE we’re asking the right questions to enable a more resilient future – helping those around us build strength and embrace change to their advantage. 

We’re an international insurer that’s building momentum towards realising our vision of becoming the most consistent and innovative risk partner.

And our people will be at the centre of our success. We’re proud to work together, and encourage each other enable resilience for our customers, our environment, our economies and our communities.

With more than more than 11,000 people working across 27 countries, we’re big enough to make a real impact, but small enough to provide a friendly workplace, where people are down-to-earth, passionate and kind.

We believe this is our moment – what if it was yours too?

Your career at QBE — let’s make it happen!

To find out more about why you should work for QBE, visit our careers website.

What next?

If you have a passion to contribute to QBE’s vision of enabling a more resilient future for our customers and the community, we encourage you to apply! Simply click the “apply” button to submit your CV and other relevant documents, and a member of our friendly Talent Acquisition team will be in contact to discuss your interest further if you meet the requirements of the role.

Please make the Talent Acquisition aware should there be any reasonable adjustments that may need to be made for the interview and the remainder of the recruitment process.

APPLY NOW and let’s make it happen! 

Application Close Date: 22/09/2024 11:59 PM

How to Apply:

To submit your application, click "Apply" and follow the step by step process.

Equal Employment Opportunity:

QBE is an equal opportunity employer and is required to comply with equal employment opportunity legislation in each jurisdiction it operates.