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Key Responsibilities and Required Skills for a Governance Officer Assistant

💰 $ - $

GovernanceComplianceLegalAdministration

🎯 Role Definition

The Governance Officer Assistant is a foundational pillar within the corporate governance framework. This role is dedicated to providing comprehensive administrative and operational support to the Governance Officer and the wider governance team. As the meticulous organizer, diligent record-keeper, and proactive facilitator, the assistant ensures that the organization's governance processes run smoothly, efficiently, and in full compliance with legal and regulatory requirements. This position's work directly contributes to the integrity of board and committee operations, the maintenance of statutory records, and the overall health of the company's ethical and legal standing. It's a role that demands discretion, precision, and a passion for order and process.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Corporate Administrator
  • Paralegal / Legal Assistant
  • Executive Assistant to C-Suite or Legal

Advancement To:

  • Governance Officer / Governance Analyst
  • Assistant Company Secretary
  • Compliance Officer

Lateral Moves:

  • Risk Analyst
  • Policy Advisor

Core Responsibilities

Primary Functions

  • Provide comprehensive, end-to-end administrative support for all board, committee, and key governance meetings, which includes meticulously scheduling, coordinating logistics, and managing invitations and attendance.
  • Take responsibility for the compilation, formatting, and timely distribution of high-quality meeting packs, agendas, and supporting documentation through a board portal or secure digital platform.
  • Attend a range of governance meetings to capture accurate, detailed, and high-quality minutes, ensuring a clear and formal record of discussions, key decisions, and assigned action points is produced.
  • Proactively manage and track action items arising from meetings, liaising with action owners across the business to monitor progress and ensure timely completion and reporting back to the relevant committee.
  • Assist in the maintenance and management of the company's statutory books and registers, ensuring all corporate records are accurate, up-to-date, and compliant with relevant company law.
  • Support the annual governance cycle by helping to coordinate the production of the Annual Report and Accounts and assisting with the logistical planning of the Annual General Meeting (AGM).
  • Act as a key point of contact for directors and non-executive directors, handling their queries with professionalism and discretion and providing necessary administrative support.
  • Contribute to the development, review, and maintenance of the corporate governance framework, including terms of reference for committees and other key governance documents.
  • Support the onboarding and induction process for new directors and committee members by preparing induction packs and coordinating introductory meetings.
  • Assist with the administration of the directors' conflicts of interest register, ensuring it is regularly updated and reviewed in line with company policy.
  • Handle sensitive and confidential information with the utmost discretion, maintaining secure digital and physical filing systems for all governance-related documentation.
  • Support compliance monitoring activities by helping to track and report on adherence to internal policies, procedures, and external regulatory requirements.
  • Assist in the coordination of board and committee effectiveness reviews, including the collation of feedback and preparation of summary reports.
  • Conduct research on corporate governance best practices, regulatory changes, and emerging trends to support the continuous improvement of the governance function.
  • Manage the central repository of signed minutes, resolutions, and other critical governance documents, ensuring they are correctly filed and easily retrievable for audit purposes.

Secondary Functions

  • Provide administrative support for the management of company-wide policies, including tracking review dates, assisting with formatting, and managing the policy publication process on the intranet.
  • Assist in the preparation and submission of routine statutory and regulatory filings with relevant bodies such as Companies House.
  • Support the management of the group's corporate structure chart, ensuring changes are accurately reflected in a timely manner.
  • Liaise with internal and external auditors by providing requested documentation and information related to governance processes and meeting records.
  • Contribute to ad-hoc governance projects and initiatives as directed by the Governance Officer or Company Secretary.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency across the Microsoft Office 365 suite, particularly Word, Excel, PowerPoint, and SharePoint for document management and collaboration.
  • Experience using and administering board portal software (e.g., Diligent, Board Intelligence, Convene) for meeting management.
  • Strong minute-taking skills with the ability to accurately capture complex discussions and formal decisions.
  • Foundational knowledge of UK company law, corporate governance codes, and best practices.
  • Familiarity with electronic records management systems and an understanding of document control principles.
  • Basic understanding of data protection principles and regulations (e.g., GDPR) in handling sensitive personal data.

Soft Skills

  • Exceptional attention to detail and a commitment to producing accurate, high-quality work.
  • Outstanding organizational and time-management skills, with a proven ability to manage multiple priorities and meet tight deadlines.
  • The highest level of integrity, discretion, and the ability to handle confidential information with professionalism.
  • Excellent written communication skills, with a clear, concise, and professional writing style for minutes and correspondence.
  • Strong verbal and interpersonal skills, enabling effective and confident communication with senior stakeholders, including directors.
  • A proactive and solution-oriented mindset, with the ability to anticipate needs and take initiative.
  • A collaborative team player who is also capable of working independently with minimal supervision.

Education & Experience

Educational Background

Minimum Education:

  • A Bachelor's degree or equivalent professional qualification.

Preferred Education:

  • Actively studying for or having completed qualifications from The Chartered Governance Institute (ICSA), such as the Certificate in Company Secretarial Practice and Share Registration.

Relevant Fields of Study:

  • Law
  • Business Administration / Management
  • Public Administration

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in a corporate administration, legal, or governance-focused environment.

Preferred:

  • Direct experience as part of a company secretarial or governance team in a regulated or listed company environment. Demonstrable experience supporting board-level committees and managing the full meeting lifecycle is highly desirable.
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