Company Secretarial Assistant jobs at Bank Of America in Ireland, Dublin

Vice President / Senior Vice President

Responsibilities:

Our Dublin office currently has an opening for a dedicated Assistant Company Secretary to join our growing Legal team at Vice President level (or more senior for the right candidate). The role involves helping the corporate governance and company secretarial team of a regulated bank based in Ireland (with some support for other legal entities in Europe).

What will your key responsibilities involve?

• Assisting the corporate secretary team for a regulated Irish bank (and other regulated and unregulated European legal entities).
• Assisting in the preparation of, organisation, and follow-up of board of directors’ and committee meetings, including preparing agendas, drafting resolutions, organising clear and appropriate papers, minute taking, answering director/officer and business line enquiries, and ensuring all board decisions are executed.
• Attending Board and Committee meetings and draft meeting minutes or specific sections.
• Organizing and maintaining Board and Committee and other governance-related documentation databases in accordance with applicable record retention requirements.
• Contributing to improving team processes, procedures, and controls.
• Oversee the following in liaison with the corporate secretary team:
• Maintenance of the statutory registers and internal record keeping system
• Local and overseas filings
• Operation of signing authorities and delegated authorities
• Execution of legal documents including POA’s, Certificates of Incumbency, Deeds etc. including notarisation / apostille / legalisation.
• External company secretarial provider companies
• Participate in regional legal entity projects, including corporate restructuring, and implementation of new or updated corporate governance-related laws, rules, and regulations.
• Respond to/request information from risk management, finance, auditors, senior management, group company secretaries and regulators.

Experience and Skills:

• Degree or equivalent experience
• Experience working in a financial services environment in a company secretarial or administrative capacity is preferred
• Experience with European and Irish corporate governance requirements for regulated financial services firms is preferred
• Excellent written, presentation and communication skills; good attention to detail and accuracy
• Systematic and organised approach to workload with attention to detail and a dedication to extraordinary service
• Highly motivated self-starter with ability to multi-task and complete assignments within time constraints and deadlines
• Ability to make connections across the organisation to achieve outcomes and results together
• Professionalism, dependability, integrity and trustworthiness combined with a cooperative attitude. Able to thrive in a dynamic team environment

Ireland

• Private healthcare for you and your family plus an annual health screen to help you manage your physical wellness with the option to purchase a screen for your partner
• Competitive pension plan, life assurance and group income protection cover if you become unable to work as a result of a disability or health reasons
• 20 days of back-up childcare and 20 days of back-up adult care per annum
• The ability to change your core benefits as well as the option of selecting a variety of flexible benefits to suit your personal circumstances including access to a wellbeing account, travel insurance, critical illness etc.
• Access to an Employee Assistance Program for confidential support and help for everyday matters
• Access to free counselling through the Employee Assistance Program and virtual GP services through our private health care plan
• Ability to donate to charities of your choice and the bank will match your contribution
• Opportunity to access our Arts & Culture corporate membership program and receive discounted entry to some of Ireland’s most iconic cultural institutions and exhibitions.
• Opportunity to give back to your community, develop new skills and work with new groups of people by volunteering in your local community.

We strive to ensure that our recruitment processes are accessible for all candidates and encourage any candidates to tell us about any adjustment requirements.

Assistant Vice President / Vice President

Responsibilities:

Our Dublin office currently has an opening for a dedicated Assistant Company Secretary to join our growing Legal team at Assistant Vice President level (or more senior for the right candidate). The role involves helping the corporate governance and company secretarial team of a regulated bank based in Ireland (with some support for other legal entities in Europe).

What will your key responsibilities involve?

• Assisting the corporate secretary team for a regulated Irish bank (and other regulated and unregulated European legal entities) in the publication of Board and Committee meeting materials and communications on Diligent Boards.
• Supporting the corporate secretary team in delivering a fit for purpose meeting administration process for the Board and Committee meeting arrangements.
• Attending Board and Committee meetings and draft meeting minutes or specific sections.
• Creating and preparing a variety of documents including agendas, resolutions, materials, minutes, attendance registers.
• Organizing and maintaining Board and Committee and other governance-related documentation databases in accordance with applicable record retention requirements.
• Keeping legal entity corporate governance information up to date.
• Contributing to improving team processes, procedures, and controls.
• Oversee the following in liaison with the corporate secretary team:

• Maintenance of the statutory registers and internal record keeping system
• Local and overseas filings
• Operation of signing authorities and delegated authorities
• Execution of legal documents including POA’s, Certificates of Incumbency, Deeds etc. including notarisation / apostille / legalisation.
• External company secretarial provider companies

Experience and Skills:

• Degree or equivalent experience
• Experience working in a financial services environment in a company secretarial or administrative capacity is preferred
• Experience with European and Irish corporate governance requirements for regulated financial services firms is preferred
• Excellent written, presentation and communication skills; good attention to detail and accuracy
• Systematic and organised approach to workload with attention to detail and a dedication to extraordinary service
• Highly motivated self-starter with ability to multi-task and complete assignments within time constraints and deadlines
• Ability to make connections across the organisation to achieve outcomes and results together
• Professionalism, dependability, integrity and trustworthiness combined with a cooperative attitude. Able to thrive in a dynamic team environment

Ireland

• Private healthcare for you and your family plus an annual health screen to help you manage your physical wellness with the option to purchase a screen for your partner
• Competitive pension plan, life assurance and group income protection cover if you become unable to work as a result of a disability or health reasons
• 20 days of back-up childcare and 20 days of back-up adult care per annum
• The ability to change your core benefits as well as the option of selecting a variety of flexible benefits to suit your personal circumstances including access to a wellbeing account, travel insurance, critical illness etc.
• Access to an Employee Assistance Program for confidential support and help for everyday matters
• Access to free counselling through the Employee Assistance Program and virtual GP services through our private health care plan
• Ability to donate to charities of your choice and the bank will match your contribution
• Opportunity to access our Arts & Culture corporate membership program and receive discounted entry to some of Ireland’s most iconic cultural institutions and exhibitions.
• Opportunity to give back to your community, develop new skills and work with new groups of people by volunteering in your local community.

We strive to ensure that our recruitment processes are accessible for all candidates and encourage any candidates to tell us about any adjustment requirements.

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Job Description:

• Canadian RetailincludingTD Canada Trust, Business Banking, TD Auto Finance (Canada), TD Wealth (Canada), TD Direct InvestingandTD Insurance
• U.S. Retailincluding TD Bank, America’s Most Convenient Bank, TD Auto Finance (U.S.), TD Wealth (U.S.) and TD’s investment in TD Ameritrade
• Wholesale Bankingincluding TD Securities

Our strategy in Dublin remains an extension of the core TD Securities mandate, providing a wide range of capital markets products and services to corporate, government, and institutional clients who choose us for our knowledge, innovation, and experience. We work closely with our clients to lead the underwriting and distribution of new issues, provide trusted advice and industry-leading insight, extend access to global markets, and execute daily trading and help meet investment needs.

Position Overview:

• Extensive diary management for ever changing and conflicting diaries
• Schedule and coordinate internal and external meetings of all types across multiple time zones, across functional teams and liaise with colleagues at varying levels of seniority
• Serve as a gatekeeper between executives and internal and external stakeholders
• Manage travel arrangements, including flight bookings, accommodation, visas, transfers and itineraries
• Prioritizing incoming emails and handle accordingly
• Working closely with execs to align needs and priorities
• Prepare and process expense claims a per TD policy guidelines
• Proactively identify ways to improve efficiency and workflow
• Handle any special projects assigned by the exec team
• Maintain team org charts, trackers, records and confidential documents
• Organise events including entertainment for clients and visiting colleagues
• Work with the team of EAs covering leave and managing delegation of duties as a team
• Book meeting rooms for internal and external meetings
• General day to day administrative and logistical support for the teams and senior management, including preparation of materials and other logistics
• Liaise with colleagues in TD regional offices
• Ad-hoc duties as and when requested

Desired experience/skills:

• Experience in a busy executive office environment (such as in an investment bank, professional services or corporate firm)
• Extensive experience of complex diary management
• Experienced travel co-ordinator
• Excellent Microsoft skills (Word, Outlook, PowerPoint essential) and knowledge of Adobe Acrobat
• High attention to detail
• Good initiative and proactivity, flexible
• Ability to work well with others
• Self-starter, limited line management oversight

Executives promote

• Think like a customer; provide legendary experiences and trusted advice
• Act like an owner; lead with integrity to drive business results and contribute to communities
• Execute with speed and impact; only take risks we can understand and manage
• Innovate with purpose; simplify the way we work
• Develop our colleagues; embrace diversity and respect one another

If you’re interested in a specific career path or are looking to build certain skills, we want to help you succeed. You’ll have regular career, development, and performance conversations with your manager, as well as access to an online learning platform and a variety of mentoring programs to help you unlock future opportunities. Whether you have a passion for helping customers and want to expand your experience, or you want to coach and inspire your colleagues, there are many different career paths within our organization at TD – and we’re committed to helping you identify opportunities that support your goals.

We will provide training and onboarding sessions to ensure that you’ve got everything you need to succeed in your new role.

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