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Team Administrator - Company Secretariat

Team Administrator - Company Secretariat

Job ID:  2187
Department:  Company Secretary
Category:  Administration

London, GB

Employment Type:  Permanent

Company Overview

Clarksons is the world’s leading provider of integrated shipping and offshore services, bringing our connections and experience to an international client base. Our intelligence adds value by enabling clients to make more efficient and informed decisions. Our global reach, local knowledge and expertise is what makes us unique.


To understand more about day-to-day life at Clarksons, and what you can expect from us as an employer, visit us at www.clarksons.com



Role Summary
We are seeking an experienced Team Administrator to provide administrative support to the Group Secretariat function, comprising Group Company Secretary, Deputy Company Secretary and Company Secretary Assistant.


What you will be doing
• Responsible for managing the CoSec inbox, dealing with emails, and escalating where needed.
• Diary management for the Group Company Secretary.
• Schedule meetings and organise meeting rooms, arrange travel and lunches.
• Assist with insurance matters as directed by the team.
• Send out annual reports and interim reports.
• Maintain schedule of documents held in the department’s safe.
• You will be a key point of contact for the team and will meet and greet visitors.
• Process invoices for the department, organising approval and maintaining a log of spend.
• Handle all routine administrative matters in the department including answering phone calls and dealing with enquiries/escalating where needed, opening and distributing post, organising couriers,filing and archiving, processing departmental expenses.
• Support the team as required on projects or matters within the Department.


Board/Executive matters
• Assist with PLC Board/Committee/Executive meeting deliverables as directed by team members:
in particular, liaising with Directors to set up meetings and assist with the issue of papers.
• Assist with producing board packs.
• Assist with scheduling PLC offsite meetings including travel and visa requirements (if required) for Non-Executive Directors.
• Track attendance at PLC Board/Committee meetings for reporting as part of year-end process.
• Track signing of minutes and subsequent filing and share minutes with auditors.
• Process Non-Executive Director expenses for approval.

Statutory matters
• Assist with statutory matters (e.g. filing of dormant accounts, updating information in corporate database (Blueprint)
• Provide support with Group company audits.
• Provide support with AGM and other shareholder meetings.

Shareholder matters
• Handle requests from employees to buy/sell Clarkson shares.
• Provide administrative support with regards to shareholder and employee share plans.


What we are looking for
Skills & Experience
• Strong administrator, ideally with previous administrative experience in a Company Secretariat team
• Highly organised, able to multi-task and prioritise to meet deadlines
• Able to work calmly under pressure
• Strong communication skills, both written and verbal, able to liaise with people at all levels
• Strong attention to detail with focus on accuracy
• Able to exercise confidentiality and discretion
• Team player, with a flexible approach
• Proactive self-starter, able to use initiative
• Good problem-solving skills
• Professional with a good work ethic
• Strong MS Offices skills (word, excel, powerpoint)