An exciting vacancy has arisen for an EA to General Counsel & Company Secretary (GC) to join the team at Great Portland Estates plc (GPE) for a 12-month fixed term contract.GPE is a highly respected central London property investment and development company quoted on the London Stock Exchange. The Company, which employs around 145 people, owns around 2.5 billion of real estate primarily commercial but also retail; and a small amount of residential - 100% in central London with a rent roll of approx. 100 million per annum. The business focuses on acquiring, managing and repositioning properties to unlock their full potential and value. This approach, combined with successful reading of the real estate market, continues to deliver great performance for shareholders and makes for a dynamic environment in which to work.At GPE, we genuinely believe that diversity gives us strength, but we know this strength is only fully realised if our environment is truly inclusive. Our culture is grounded in genuine and mutual respect, and we do not tolerate discrimination of any kind. We hire talented, unique individuals who are encouraged to collaborate, be their authentic selves and they support their colleagues to do the same.Legal & Company Secretariat is a very fast paced, small but busy team with a high standard approach to everything they undertake. An important part of the role involves regular interaction with GPEs Board of Directors and senior executives. As such this temporary role will suit a confident and polished individual who thrives on challenge, enjoys delivering to deadlines, who has excellent organisational skills and attention to detail but is also prepared to roll up their sleeves and work highly collaboratively with colleagues. Main Responsibilities:You will have responsibility for supporting the Legal & Company Secretariat team (team of 5) as needed across a broad range of matters. In particular, you will:Diary managementAssist in managing the GCs diary, organising meetings for team members and booking roomsSchedule Board, Board Committee and Executive Committee meetings as required, liaising with internal and external teamsSchedule meetings for the Chair and Non-Executive Directors as requiredOrganise Board dinners (4 to 5 per annum) co-ordinating venues, menus etcOrganise the Non -Executive/ Management Engagement meetingsOrganise the wider company NED engagement lunch sessionsPrepare draft induction schedules for new Board members and schedule induction meetingsBooking venues for half year and year end results announcement presentations and the GPEs Annual General MeetingBoard, Executive Committee and Joint Venture papersWork with GC to plan the Board and committee dates, two years in advancePrepare first draft Board, Board Committee and Executive Committee agendasCollate, upload and distribute packs (via Diligent Boardbooks) and relevant papers for:the Board and Board Committees (Audit, Nomination and Remuneration) which meet monthlythe Executive Committee which meets fortnightlyLiaise with both internal and external teams to ensure that all papers are received in a timely manner;Executive Committee meetings: Annual Executive Committee Planner, prioritise agenda items, diarise attendance of individuals sponsoring papers and update all matters arisingDocument preparation and signature Support the team with the preparation of documents, including formatting in Word, Excel and PowerPoint. Typing of general correspondence, emails, incorporating all of the GPE corporate templates and adhering to the Companys strict identity guidelines.Arrange for document signatures when needed, including electronically via DocuSign Company Secretarial SupportAssist with statutory recordkeeping (including through Diligent Entities), the provision of documents in response to auditor requests and circulation of annual audit information request letters to external law firmsAssist with statutory compliance and the filing of confirmation statements, accounts and other documents with Companies HouseSupport the subsidiary statutory accounts process, including preparation of draft approval minutes, scheduling board meetings and arranging signature of documentsPrepare first drafts of, and arrange release of, stock exchange announcements (Directors share dealing, SIP purchases and Major shareholder notifications) and making associated notifications to the Financial Conduct AuthorityMaintain key registers - the employee share dealing approvals, Directors share interests, PCA and conflicts of interest registers,Support with GPEs insider list processesAssist with preparation and distribution of documents (including mail merges) for share scheme awards and vestings and share scheme administrationSupport with the preparation of internal and external audit performance evaluations, including creating and circulating questionnaires via Survey Monkey and collating resultsAd hoc supportLegal Supporting the Deputy General Counsel with the management of the Gifts & Hospitality register and approvals processPlanning and scheduling risk review meetings ahead of half year and year endDocument preparation and amendmentsAnnual D&O insurance confirmation e-mails to DirectorsArrange and circulate emails internal compliance reviews and collate responsesManage the annual Bribery Act agent and broker compliance processSupport with filing of CCTV release formsAGM Support (July)Assist with Board Meeting preparationArrange logistics, venue management, room set-up, managing external providersArrange the post-AGM lunch for the Board with advisers, including venue booking, menu selections etc and liaising with internal and external guestsAssist with Companies house filings post-AGMGeneral secretarial duties (includes)Filing correspondence and keeping the system orderly and up to date and archiving where necessarySupporting with the team with invoice approvalsMaintaining secretarial cover during working hours, including covering for others where necessaryOpening and distributing team post. Replying to invitations and drafting replies as necessaryCollating and inputting of expenses for the GC and the Non-Executive Directors Experience required 3+ years experience in a EA role, ideally within a Legal/Cosec teamExperience of working in professional/technically orientated organisations.Experience working with Directors and ExecutivesPredominantly commercial organisational experience (PLC environment preferred but not essential);Experience of working in a fast paced environment (smaller organisational experience preferred).Advanced Outlook, Word, Excel, PowerPoint skills;Prior experience of Diligent Boardbooks, Diligent Entities, Docusign and Survey Monkey is helpfulDocument proof reading (document drafting desirable).Personal attributesPreparedness to go the extra mile in order to meet the needs of the business;Organisation and control - Strong work planning and organisational skills with the ability to handle a large and varied workload; plan ahead but also prioritise and flex according to circumstances and complete work to tight deadlines;Excellent attention to detail and accuracy at all times;Relationship management - Outgoing and friendly and builds warm, positive relationships with others both inside and outside the business;Emotional intelligence - Ability to remain calm and unflappable in pressured situations with confidence to manage upwards and challenge appropriatelyAbility to handle private and confidential information with discretion and diligenceA continuous improvement mind-set constantly looks for ways to deliver the best possible service and open to developmental feedbackLive by our Company ValuesWe achieve more togetherWe are committed to excellenceWe are fair and inclusiveWe embrace opportunityWe value every customer
Job Title
EA to General Counsel & Company Secretary