Assistant Company Secretary

Assistant Company Secretary

Department: Central Services

Employment Type: Permanent

Location: London

Reporting To: Company Secretary

Compensation: £50,000 - £55,000 / year

The Assistant Company Secretary supports the Company Secretariat in delivering an effective, timely and compliant company secretarial and corporate governance service across the group's regulated entities — Polo Managing Agency Limited (PMA), Polo Commercial Insurance Services Limited (PCIS), Polo Partners, and the Lloyd's syndicates managed by PMA.

Working under the direction of the Company Secretary, the role provides hands on support for board and committee administration, statutory and regulatory compliance, entity management and governance projects. It is a delivery-focused role: the post-holder prepares, maintains and coordinates governance documentation and processes to a high professional standard, escalating judgement calls and matters of interpretation to the Company Secretary.

Board and committee support

Assist in the preparation and circulation of annual board and committee meeting calendars across PMA, PCIS, Polo Partners and the managed syndicates.

Draft agendas in liaison with committee chairs, the Company Secretary and management, and collate, format and quality-check board and committee papers ahead of distribution.

Compile and publish meeting packs through the board portal, tracking the timely submission of papers by contributors and chasing outstanding items.

Provide logistical support for meetings, including scheduling, room and video-conference arrangements, attendee management and the co-ordination of external attendees and presenters.

Support the induction of new directors and committee members, helping to prepare induction packs and maintain onboarding materials.

Minutes, actions and follow-up

Prepare accurate first-draft minutes of board and committee meetings for review by the Company Secretary, capturing decisions, delegations and the substance of discussion.

Maintain matters-arising and action logs, tracking progress and following up with action owners to support timely closure.

Help draft written resolutions and record decisions taken outside of meetings, ensuring proper documentation and retention.

Statutory compliance and entity management

Maintain statutory registers and the entity management system (Diligent Entities) for group companies, keeping records of directors, secretaries, shareholders, PSCs and registered particulars accurate and up to date.

Prepare and submit Companies House filings, including confirmation statements, appointments and resignations, changes of particulars and filing of resolutions and constitutional documents.

Assist with the maintenance and safekeeping of statutory books, minute books, common seals and constitutional documents (including Articles of Association).

Support constitutional and corporate housekeeping projects, such as updates to Articles of Association and members' resolutions, and associated filings.

Help maintain the group structure chart and directorship and committee-membership schedules.

Corporate governance

Assist in maintaining the governance framework documentation, including Terms of Reference, delegated authority matrices, governance maps and committee structures, in line with the approved house style.

Support the maintenance of conflicts of interest registers, gifts and hospitality registers and related-party records, and help ensure disclosures are properly recorded.

Contribute to annual governance activities such as board effectiveness reviews, governance health checks and the preparation of governance-related returns and disclosures.

Help prepare board and committee training materials and coordinate training sessions,…