Assistant Company Secretary 6 Months FTC

About the company:

Steamship Mutual is a P&I insurance company, with 210 employees worldwide. The main office is based near Liverpool Street station, London. We have offices in Bermuda, Brazil, Cyprus, Greece, Hong Kong, Japan, New York and Singapore.

Overall Job Purpose:

To assist the Company Secretary in providing a comprehensive administration service to the Board and Committees within Steamship, both at Club Board and Management Company level. To provide general administrative support, be responsible for collating, preparing Board Papers and ensuring distribution in a timely manner.

Key Responsibilities:

Club Board Meetings:

• Assisting in the preparation of Club Board meetings.
• Preparation of Board material, planning Board travel and entertainment, and Board meeting logistics.

Management Company Board Meetings:

• Assisting in the preparation of SIMSL Board meetings.
• Preparation of Board material (agendas, meeting templates).
• Assisting with the coordination of Board meeting logistics.
• Attendance at the meetings to include minute taking.
• Providing support to Board Directors such as travel bookings, meeting organisation, emails, and dealing with other ad hoc requests.

Annual/Extraordinary General Meetings:

• Responsibility for scheduling, preparation, and distribution of AGM and EGM notices and minute taking for all internal and Club entities.

Support to SIMSL Management Committees:

• Responsibility for scheduling, preparation, and distribution of papers through Diligent and minute taking for SIMSL committees (Compliance, Risk, Claims).
• Administration of SharePoint site, ensuring all documentation is up-to-date and in line with company branding.

Terms of Reference:

• Coordinate annual review of SIMSL Board and Management Committees Terms of Reference.
• Coordinate annual review of Club Board and Committee Terms of Reference.

Policies and Procedures:

• Management of Company and Board policies and procedures schedules.
• Ensure SharePoint and Diligent Directors' Manual is updated on a regular basis.

Additional Duties:

• Provide company secretarial support to the Company Secretary and Head of Legal.
• Provide assistance to fellow team members when required.
• Provide assistance to the onboarding of both internal and Club Board members.
• To carry out any other ad hoc duties.

Person Specification:

• Previous company secretarial/administrative/Board level experience in a Financial Services/Regulatory environment would be advantageous.
• Excellent attention to detail.
• Good standard of written English.
• Intermediate Excel, Word, and PowerPoint skills.
• Able to use Diligent (desirable).
• Experience of using SharePoint (although not essential).
• Experience in making web filings on Companies House.
• Trustworthy with the ability to keep information confidential.
• An excellent communicator with exceptional organisational skills.
• Exceptional customer service skills and ability to act professionally at all times.
• A strong multitasker with the ability to prioritise conflicting deadlines and a varied workload.

Join Us at Steamship Mutual:

• Join our collaborative, supportive, and friendly working environment; you will enjoy a rewarding career with the opportunity to build on your existing skills and knowledge.
• We offer great work-life balance initiatives, including a competitive hybrid working policy.

Company Values:

Mutuality: ensuring fairness amongst Club Members.

Integrity: upholding high ethical, legal, and regulatory standards.

Safety and Sustainability: contributing to safety of life at sea and the preservation of the environment.

Transparency: building strong relationships based on trust and open communication.

Excellence: enabling our people to realise their full potential as team members, industry experts, leaders, and managers.

Collaborative: embracing flexibility, diversity, and inclusivity.

Steamship Insurance Management Services Ltd is committed to providing a great service to all our members. We pride ourselves on offering a people-centred culture that provides mutual respect and support for all our staff and we welcome and encourage you to apply.