Company Secretarial Assistant

MUST BE BASED IN THE UK TO BE ELIGIBLE.

Location: GSK HQ, central London
Working pattern: Four days per week, with a minimum of three days based at GSK HQ and one day committed to studies
Reports to: Senior Assistant Company Secretary, Global Subsidiary Operations
Start date: ASAP

Overview

GSK is a science-led global healthcare company with a special purpose: to help people do more, feel better, live longer. We are on an audacious journey to impact the health of 2.5 billion people over the next decade. Our R&D division is at the forefront of this mission, dedicated to the discovery and development of groundbreaking vaccines and medicines. We are transforming the landscape of medical research by integrating cutting-edge science and technology and harnessing the power of genetics and new data. By fostering a collaborative environment that unites the talents of our people, we are revolutionizing R&D to pre-empt and defeat diseases. Join us in our commitment to uniting science, technology, and talent to get ahead of disease together.

Role Overview

The primary purpose of this role is to arrange and log the legal execution of documentation for the Group’s UK incorporated or registered subsidiary companies, approximately 80, in accordance with GSK’s document execution process, known as “DocEx”.

The Company Secretarial Assistant will also assist with the management of Corporate Secretariat’s relationships with GSK’s subsidiary companies around the world, with a view to ensuring that appropriate corporate approvals are sought in advance of relevant local matters and transactions.

A regular presence in the GSK central London office is required to manage signatures of hard-copy documents and to send and receive documentation by post and courier.

Key Responsibilities

• Operate the document execution process via the “Docutrack” online tool, including logging information; preparing documentation for approval and execution, both in hard copy and electronically; preparing board approval minutes where required; updating the relevant tracking and control systems; and liaising with internal and external parties to ensure compliance with recommended guidelines pertaining to the document execution process.
• Liaise with the public Notary to arrange the notarisation and legalisation of documentation, where required.
• Maintain a register of Powers of Attorney executed by UK subsidiary companies.
• Ensure all signed minutes, Powers of Attorney and other relevant documents are correctly saved and filed.
• Support the scheduling of signing meetings and the filing of documents in connection with the annual statutory accounts of subsidiary companies.
• Provide practical advice to other users of Docutrack.
• Manage relationships and service levels with third-party suppliers, including the Company’s external Notary.
• Liaise with GSK contacts globally, including country managers, finance managers, legal managers and company secretaries, to ensure smooth administration and compliance with processes.
• Manage appropriately any external costs incurred.
• Maintain awareness of internal and external changes, including changes in legislation, GSK processes, and Corporate function processes and procedures.
• Assist with other ad hoc projects.

Essential Skills & Qualifications

We are looking for professionals with these required skills to achieve our goals:

• Good organisational and administrative skills.
• Computer literate.
• Ability to learn quickly and to recall and properly apply training given.
• Ability to communicate at all levels.
• Ability to build positive relationships with UK and global contacts.
• Ability to work across all GSK departments globally and interact with all levels of GSK staff.
• Team player.

Preferred Skills & Qualifications

Please note the following skills are not necessary, just preferred, if you do not have them, please still apply:

• Undergraduate and/or student member of the Chartered Governance Institute who is in the early stages of completing the Chartered Governance Institute Qualifying Programme.
• Student member of the Chartered Governance Institute at the beginning of their studies.
• Administrative experience within a company, preferably a large multinational company.
• A keen interest in business/company law.
• Experience of processing and managing documents.

Why GSK?

Uniting science, technology and talent to get ahead of disease together.

GSK is a global biopharma company with a special purpose – to unite science, technology and talent to get ahead of disease together – so we can positively impact the health of billions of people and deliver stronger, more sustainable shareholder returns – as an organisation where people can thrive. We prevent and treat disease with vaccines, specialty and general medicines. We focus on the science of the immune system and the use of new platform and data technologies, investing in four core therapeutic areas (infectious diseases, HIV, respiratory/ immunology and oncology).

Our success absolutely depends on our people. While getting ahead of disease together is about our ambition for patients and shareholders, it’s also about making GSK a place where people can thrive. We want GSK to be a place where people feel inspired, encouraged and challenged to be the best they can be. A place where they can be themselves – feeling welcome, valued, and included. Where they can keep growing and look after their wellbeing. So, if you share our ambition, join us at this exciting moment in our journey to get Ahead Together.

Inclusion at GSK

GSK is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class.

If you need any adjustments in the recruitment process, please get in touch with our Recruitment team (EMEA-GSKLink@allegisglobalsolutions.com) to further discuss this today.

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