Company Secretariat Assistant - MATERNITY COVER

Job description

Your Impact:

At Jacobs, we'll inspire and empower you to deliver your best work so you can evolve, grow and succeed - today and into tomorrow. With more than 55,000 people in 40 countries, working at Jacobs offers an exciting range of opportunities to develop your career within a supportive and diverse team who always strive to do the right thing for our people, clients and communities.

People are Jacobs' greatest asset, and we offer a competitive package to retain and attract the best talent. In addition to the benefits you'd expect, UK employees also receive free single medical cover and digital GP service, family-friendly benefits such as enhanced parental leave pay and free membership of employee assistance and parental programmes, plus reimbursement towards relevant professional development and memberships. We also give back to our communities through our Collectively program which incorporates matched-funding, paid volunteering time and charitable donations.

About the Opportunity - Company Secretariat Assistant - MATERNITY COVER (Hybrid from the London office)

The Company Secretariat Assistant - 12M MATERNITY COVER is a key role that provides support to the Legal department supporting the VP Legal and Company Secretary.

This description provides general information about functions and principal duties of the job. It is not a detailed description of all work requirements of the job.

Provide pro-active and efficient executive level secretarial and administrative support to Jacobs Legal Department including the Vice President Legal, P&PS EMEA and Chief Programme Counsel in addition to supporting the Company Secretariat, Corporate Securities and others involved in the management of the P&PS EMEA legal, contracts and insurance teams.

You will be a part of a close-knit, friendly, and supportive team. This is a wide-ranging role, encompassing support for the business across all European countries where Jacobs operates.

T he key responsibilities include:

• Providing full board support to the meetings of the group board and committees.
• Dealing with the company secretarial requirements of >35 UK incorporated entities and providing support to the company's international companies and branch offices.
• Administering share markets, and share plans for the benefit of its employee shareholders.
• Providing full insurance support to the business globally.
• Managing the UK property portfolio.
• Ensuring compliance with Company Law and best practice in corporate governance
• Complex multiple diary management.
• Co-ordination of domestic and/or international travel itineraries and organisation of visas
• Provide a high standard of effective secretarial support, often under pressure to include:

o Produce complex PowerPoint presentations and organisation charts.

o Operation and possible organisation and set up of SharePoint sites.

o General typing and formatting of letters, reports etc.

o Collate information and assist with production of intricate presentations and reports.

o Organisation and preparation of Board papers, agenda, meeting room and Board slide deck

o Minute taking

o Liaising with internal and external clients to co-ordinate meetings, agendas, room bookings, arranging MS Team calls etc.

o Process business expenses

o Understand and implement company policies as the relate to both the processes involved but, in some cases, also the content of what is being handled e.g.: travel and expenses policies, document security levels, internal approval processes etc...

o Organise legal team events i.e., lunch or dinner.

o Screen incoming emails from London Facilities, determining their priority and using initiative to either deal with the enquiry or redirect if necessary.

o Meet and greet visitors and deal with any needs or general enquiries that they may have to ensure they are made to feel comfortable and welcome; organising refreshments and if required, catering and clean up post-meetings.

o Maintain and develop both the paper and electronic filing systems to ensure accurate and speedy retrieval of required documentation and reports.

o Discrete handling of sensitive and confidential information.

o Provide occasional support for International Senior Management visiting from other offices.

o Other activities as required, including supporting and working with other administrative resources as and when necessary.

Here's What You'll Need:

• Essential to have strong experience of supporting multiple executives at senior management level.

• High level of personal integrity, confidentiality, diplomacy, and discretion.

• Demonstrable relevant company secretarial experience within a relevant environment is a requirement.

• Ability to work at both detailed and summary level, and to exercise critical and innovative thinking.

• Exceptional capacity to communicate effectively, both verbally and in writing.

• Ability to manage a high workload and respond quickly to ad hoc queries.

• Excellent organisation & prioritisation skills with flexibility to adapt to shifting expectations and time pressures.

• Ability to work autonomously to proactively initiate tasks and be responsible for your area of work.

• Knowledge of governance best practices, relevant issues, statutory requirements and regulations is desirable.

• Excellent minute-taking ability.

• Familiarity with Blueprint company secretarial software is desirable.

Our Culture

Our values stand on a foundation of safety, integrity, inclusion and diversity. We put people at the heart of our business and we truly believe that by supporting one another through our culture of caring, we all succeed. We value positive mental health and a sense of belonging for all employees. Find out more about life at Jacobs.

We aim to embed inclusion and diversity in everything we do. We know that if we are inclusive, we're more connected, and if we are diverse, we're more creative. We accept people for who they are, regardless of age, disability, gender identity, gender expression, marital status, mental health, race, faith or belief, sexual orientation, socioeconomic background, and whether you're pregnant or on family leave. This is reflected in our wide range of Global Employee Networks centred on inclusion and diversity - ACE, Careers, Enlace, Harambee, OneWorld, Prism, Vetnet, and Women's - find out more about our employee networks here.

Jacobs partners with VERCIDA to help us attract and retain diverse talent. For greater online accessibility please visit www.vercida.com to view and access our roles. As a Disability Confident employer, we will interview all disabled applicants who meet the minimum criteria for a vacancy. We welcome applications from candidates who are seeking flexible working and from those who may not meet all the listed requirements for a role

If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact [email protected]

Your application experience is important to us and we're keen to adapt to make every interaction even better. We welcome feedback on our recruitment process and if you need more from us before deciding to join Jacobs then please let us know.