Senior Company Secretarial Assistant

Job Title: Senior Company Secretarial Assistant

Location: Stirling Square, London. We offer a range of hybrid and flexible working arrangements – please speak to your recruiter about the options for this particular role.

Salary: £57,000 + depending on experience

What you’ll be doing:

Subsidiary & Compliance Support

• Oversee the Group Entity Management System (GEMS), ensuring accurate data updates, verification, system functionality development, and user training
• Manage relationships with service providers, auditors, and law firms for statutory filings, including overseas entities
• Ensure compliance with legislation, maintaining statutory registers for UK subsidiaries and managing filings with Companies House
• Coordinate corporate compliance registrations and manage physical and digital signing procedures
• Stay informed on the latest statutory and regulatory requirements

Meeting & Stakeholder Support

• Organise subsidiary board meetings, including agenda preparation, document distribution, and minute drafting
• Support the statutory accounts process for UK subsidiaries, liaising with audit partners, directors, and account preparers
• Produce and circulate reports to support business processes and corporate authorities (e.g., Powers of Attorney), ensuring execution and notarisation
• Assist in group rationalisation, liquidation, and wind-down activities

Process Improvement & Projects

• Assist with identifying and implementing process improvements and documenting new procedures
• Support ad hoc team and corporate governance projects
• Listed Entity & Corporate Governance
• Manage Companies House filings for treasury shares, share buybacks, and other regulatory notifications
• Assist in the drafting and issuing of Regulatory News Service (RNS) announcements and related notifications
• Support activities related to the Annual General Meeting

General Administration

• Raise departmental purchase orders, process invoices, and manage ad hoc payments
• Provide support for subsidiary record processes and handle other administrative tasks as required

Your skills and experiences:

• Qualified with the Chartered Governance Institute (CGI) qualification
• In-depth knowledge of company secretarial functions and Companies House subsidiaries
• Experience in managing and ensuring compliance for subsidiary companies, including maintaining statutory registers and filings
• Technical proficiency with systems such as Group Entity Management Systems (GEMS), Companies House Web Filing, and DocuSign
• Experience in a large corporate or private company with multi-national subsidiary management and cross-border governance

Benefits:

As well as a competitive pension scheme, BAE Systems also offers employee share plans, an extensive range of flexible discounted health, wellbeing and lifestyle benefits, including a green car scheme, private health plans and shopping discounts – you may also be eligible for an annual incentive.

The Legal Company Secretariat Team:

This role sits within the Legal Company Secretariat team at Head Office, reporting to the Senior Assistant Company Secretary. The team is a key part of the business, ensuring smooth management of subsidiary entities across the organisation. With a focus on managing the Group entity management system (GEMS) and supporting the corporate governance framework, the team plays a critical role in compliance and regulatory processes. This position offers the opportunity to develop within a large, listed corporate environment, working alongside experienced professionals and mentoring junior staff. The role will involve liaising with a variety of internal stakeholders and external parties, including auditors, law firms, HMRC, and Companies House, contributing to the organisation’s ongoing growth and compliance strategy. As part of the team, you’ll be encouraged to help shape change initiatives, taking on new challenges and gaining exposure to strategic projects across the group.

Why BAE Systems?

This is a place where you’ll be able to make a real difference. You’ll be part of an inclusive culture that values diversity, rewards integrity, and merit, and where you’ll be empowered to fulfil your potential. We welcome candidates from all backgrounds and particularly from sections of the community who are currently underrepresented within our industry, including women, ethnic minorities, people with disabilities and LGBTQ+ individuals. We also want to make sure that our recruitment processes are as inclusive as possible. If you have a disability or health condition (for example dyslexia, autism, an anxiety disorder etc.) that may affect your performance in certain assessment types, please speak to your recruiter about potential reasonable adjustments.

Please be aware that many roles at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation. All applicants must as a minimum achieve Baseline Personnel Security Standard. Many roles also require higher levels of National Security Vetting where applicants must typically have 5 to 10 years of continuous residency in the UK depending on the vetting level required for the role, to allow for meaningful security vetting checks.

Closing Date: 14th March 2025

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

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