Assistant Company Secretary

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 Lloyds syndicates managed by PMA.

Central Services

London

£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 Lloyds syndicates managed by PMA.

• 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 coordination of external attendees and presenters
• Support the induction of new directors and committee members, helping to prepare induction packs and maintain onboarding materials

• 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

• 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

• 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, including those aligned to the Lloyds Principles

• Assist with the preparation and submission of regulatory notifications and applications (for example director and Senior Manager approvals), liaising with compliance as required
• Support the coordination of information and evidence requested by Lloyds, the FCA and the PRA, and help maintain the associated records
• Help monitor governance-related regulatory developments and support their implementation under the direction of the Company Secretary and compliance

• Provide company secretarial and administrative support to the governance arrangements of the Lloyds syndicates managed by PMA, including syndicate-level committees and boards
• Assist with the preparation of syndicate governance documentation and the coordination of meetings, papers and minutes for syndicate committees
• Support governance activity relating to syndicate…