Legal and Company Secretary Assistant

The Role

Hutchison Ports Port of Felixstowe is Britain’s biggest and busiest container port. An exciting opportunity has arisen for an individual with experience of delivering excellent administrative support to join as a Legal and Company Secretary Assistant, reporting to the Deputy Company Secretary. The role is responsible for providing comprehensive administrative provision to ensure the smooth day to day running of the department.

This role will be part-time, working for 3 days a week.

Key Responsibilities

• Core company secretarial service to all UK group companies within the Hutchison Ports Europe Limited group, including Companies House filings, maintenance of statutory registers, drafting and completion of routine board and shareholder resolutions, regular board meetings and assisting with the preparation of annual report and accounts.
• Working within the core company secretarial service to overseas companies also within the division including companies in; Jersey, the Netherlands, Sweden & Canada.
• Maintaining the group’s policies, whilst maintaining the strictest standards of confidentiality and security of conversations, documentation and files at all times.
• Supporting ad-hoc legal and company secretarial projects.
• Liaising and responding to requests from parent company secretariat’s in Hong Kong and from within the division and UK business.
• Supporting to the scheduling of meetings and support in the preparation of documents.
• Ensure compliance to all policies, data protection procedures where necessary, standard operating procedures and safe working practices, with recommendations for action and continuous improvement.
• Provision of a company secretarial service to the trustee boards of the group’s three DB pension schemes, including collating, circulating board papers, minute taking meetings, liaising with Group Pensions Manager and external service providers to the schemes.
• Registers and committees within the group including scheduling meetings, collating and circulating papers, minute taking meetings and following-up on actions (AB-AC, CCO, Environment, IT Security, ICRM).
• Ensure compliance to all policies, procedures, standard operating procedures and safe working practices, with recommendations for action and continuous improvement.

Who are we looking for?

• Highly professional, maintain confidentiality and work under pressure to a high standard.
• Able to liaise both within the organisation and with external advisers at a national and international level.
• Educated to GCSE level of equivalent.
• Excellent standard of written, verbal communication skills and good PC skills (MS Office).
• Excellent organisational skills, including event co-ordination and diary management.
• Experience of working in a legal or company secretarial office would be beneficial.

Hutchison Ports is committed to creating and developing an inclusive work environment with a diverse workforce. We will consider all qualified applicants and encourage discussion about flexible working opportunities. We offer a supportive, community environment and have recently been awarded Chartered status by Women In Maritime. We have our own Women’s Network, offer leadership, mentoring and role specific training.

Please apply via the Port-application process. The selection process may involve a competency based interview, including a practical assessment.