The Role
Supports company secretarial and corporate governance activities, including board and committee meetings, agendas, meeting packs, action tracking, statutory registers, governance records, and confidential documentation. Assists with business systems implementation and administration using Diligent, SharePoint, and Asana, provides first-line colleague support, maintains data accuracy, and contributes to reporting, filing, and operational initiatives.
Summary Generated by Built In
We are seeking an organised, proactive, and IT-savvy Company Secretariat Administrator to support the smooth running of our governance, administration, and operational processes.
This is an excellent opportunity for a motivated individual who enjoys variety in their role and is keen to develop new skills. The successful candidate will play a key role in supporting company secretarial activities, coordinating meetings, maintaining records, and assisting with the implementation and ongoing administration of business systems.
We are looking for someone with a positive attitude, strong attention to detail, and the ability to quickly learn and adapt to new technologies and business processes.
This is an excellent opportunity for a motivated individual who enjoys variety in their role and is keen to develop new skills. The successful candidate will play a key role in supporting company secretarial activities, coordinating meetings, maintaining records, and assisting with the implementation and ongoing administration of business systems.
We are looking for someone with a positive attitude, strong attention to detail, and the ability to quickly learn and adapt to new technologies and business processes.
Key Responsibilities
Board & Committee Support
Organise and coordinate board, committee, and management meetings.
Schedule meetings and manage calendars for key stakeholders.
Assist with the preparation of agendas and meeting packs.
Assist with follow-up on outstanding actions and deadlines.
Global Entity Management & Subsidiary Governance.
Shareholder & Stakeholder Coordination.
Technology, Data & Process Excellence.
Team & Functional Support.
Maintain company records, statutory registers, and governance documentation, ensuring they remain accurate and up to date.
Support the preparation, distribution, filing, and retention of board and committee papers.
Assist with company secretarial and corporate governance administration across the function.
Systems Implementation & Administration
Support the implementation of new business systems and software, such as Diligent, Sharepoint and Asana.
Maintain internal systems and ensure information is accurate and up to date.
Provide first-line support and guidance to colleagues using company systems.
General Administration
Provide administrative support across the Company Secretariat and Corporate Governance as required.
Assist with the administration of documents, records, and filing systems.
Assist with reporting and data management.
Support projects and operational initiatives.
Handle confidential information with discretion and professionalism.
Organise and coordinate board, committee, and management meetings.
Schedule meetings and manage calendars for key stakeholders.
Assist with the preparation of agendas and meeting packs.
Assist with follow-up on outstanding actions and deadlines.
Global Entity Management & Subsidiary Governance.
Shareholder & Stakeholder Coordination.
Technology, Data & Process Excellence.
Team & Functional Support.
Maintain company records, statutory registers, and governance documentation, ensuring they remain accurate and up to date.
Support the preparation, distribution, filing, and retention of board and committee papers.
Assist with company secretarial and corporate governance administration across the function.
Systems Implementation & Administration
Support the implementation of new business systems and software, such as Diligent, Sharepoint and Asana.
Maintain internal systems and ensure information is accurate and up to date.
Provide first-line support and guidance to colleagues using company systems.
General Administration
Provide administrative support across the Company Secretariat and Corporate Governance as required.
Assist with the administration of documents, records, and filing systems.
Assist with reporting and data management.
Support projects and operational initiatives.
Handle confidential information with discretion and professionalism.
Skills, Knowledge and Expertise
Essential
Strong IT skills and confidence using Microsoft Office 365, including Outlook, Word, Excel, Teams, and SharePoint.
Ability to learn new systems quickly and support their ongoing administration.
Excellent organisational and time management skills.
Strong attention to detail and accuracy.
Good written and verbal communication skills.
Ability to work independently and manage multiple priorities.
Experience in an administrative, coordination, or support role.
Professional and reliable with a proactive approach to work.
Detail-driven: Strong accuracy in handling governance records and filings
Organised & delivery-focused: Able to manage multiple deadlines across jurisdictions
Confidential & trustworthy: Handles sensitive, market-related information appropriately
Tech-enabled mindset: Comfortable with digital tools and data systems including Microsoft office
AI-curious: Keen interest in exploring how AI tools can improve processes, increase efficiency and achieve time savings.
Collaborative: Works effectively in a global, cross-functional environment
Adaptable: Able to operate in a fast-moving, scaling travel-tech business
Desirable
Previous Company Secretariat, Governance or Board Administration experience.
Experience supporting software or system implementations.
Knowledge of board meeting management systems or governance platforms
Personal Attributes
A positive and strong team player.
A strong all-round administrator.
Comfortable following processes and instructions accurately.
Eager to learn and develop new skills.
Adaptable and open to change.
Confident using technology and learning new systems.
Solution-focused with a "can-do" attitude.
Demonstrates behaviours aligned to the PoloWorks PRIDE values:
Strong IT skills and confidence using Microsoft Office 365, including Outlook, Word, Excel, Teams, and SharePoint.
Ability to learn new systems quickly and support their ongoing administration.
Excellent organisational and time management skills.
Strong attention to detail and accuracy.
Good written and verbal communication skills.
Ability to work independently and manage multiple priorities.
Experience in an administrative, coordination, or support role.
Professional and reliable with a proactive approach to work.
Detail-driven: Strong accuracy in handling governance records and filings
Organised & delivery-focused: Able to manage multiple deadlines across jurisdictions
Confidential & trustworthy: Handles sensitive, market-related information appropriately
Tech-enabled mindset: Comfortable with digital tools and data systems including Microsoft office
AI-curious: Keen interest in exploring how AI tools can improve processes, increase efficiency and achieve time savings.
Collaborative: Works effectively in a global, cross-functional environment
Adaptable: Able to operate in a fast-moving, scaling travel-tech business
Desirable
Previous Company Secretariat, Governance or Board Administration experience.
Experience supporting software or system implementations.
Knowledge of board meeting management systems or governance platforms
Personal Attributes
A positive and strong team player.
A strong all-round administrator.
Comfortable following processes and instructions accurately.
Eager to learn and develop new skills.
Adaptable and open to change.
Confident using technology and learning new systems.
Solution-focused with a "can-do" attitude.
Demonstrates behaviours aligned to the PoloWorks PRIDE values:
- Pioneering – we don’t stand still
- Responsible – We do the right thing
- Inclusive – we all play a role
- Delivery Focused- we provide services we are proud of
- Empowering – we equip people to be their best
Benefits
As well as a competitive salary, discretionary annual bonus, and a minimum 24 days of annual leave (with the option to buy more), you will also get an excellent benefits package, including flexible, hybrid working, life assurance, income protection, enhanced pension contributions, and occupational maternity and paternity pay.
You will also have access to company volunteering days, an Electric Vehicle (EV) leasing scheme, an employee assistance programme with retail discounts and savings, a generous employee referral scheme, regular sports and social events, and free Cheltenham bus travel.
Benefits Band 1
Benefits Band 1
About
PoloWorks is the leading provider of UK-based support services to the insurance market. We have built a strong reputation as dedicated and dependable experts in our field. We pride ourselves on our ability to be flexible, responsive, and knowledgeable.As a leading service support company and turnkey managing agency, our clients choose us because our staff not only have the expertise but also a profound affinity with their business challenges. Our mission is to support, inspire, and develop the insurers of today and tomorrow.Our clients, whether digital start-ups or well-established organisations, rely on the PoloWorks team to develop and strengthen their businesses. Our clients' goals are our goals. As such we design and deliver bespoke solutions to their specific business challenges.Recognised as a Great Place to Work certified company and listed among the Best Workplaces in Financial Services & Insurance, PoloWorks is proud of its positive culture and commitment to its people. With offices in London and Cheltenham, PoloWorks has ambitious growth plans, offering exciting opportunities for anyone joining us on the next phase of our journey.It's our mission to unleash the potential in every team, and we know that teams perform best when they are diverse and every team member feels that they belong. It is the unique contributions of all PoloWorks colleagues that drive our success, and we are committed to building an inclusive culture where everyone is empowered to do meaningful work and are recognised for their efforts. To that end, we are committed to providing an environment free of discrimination for everyone.
Skills Required
- Strong IT skills and confidence using Microsoft Office 365, including Outlook, Word, Excel, Teams, and SharePoint
- Ability to learn new systems quickly and support their ongoing administration
- Excellent organisational and time management skills
- Strong attention to detail and accuracy
- Good written and verbal communication skills
- Ability to work independently and manage multiple priorities
- Experience in an administrative, coordination, or support role
- Professional and reliable with a proactive approach to work
- Accuracy in handling governance records and filings
- Ability to manage multiple deadlines across jurisdictions
- Ability to handle sensitive, market-related information appropriately
- Comfort with digital tools and data systems
- Interest in using AI tools to improve processes and efficiency
- Ability to work effectively in a global, cross-functional environment
- Adaptability in a fast-moving, scaling travel-tech business
- Previous Company Secretariat, Governance, or Board Administration experience
- Experience supporting software or system implementations
- Knowledge of board meeting management systems or governance platforms
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The Company
What We Do
PoloWorks provides business advisory and outsourced services to (re)insurers and brokers within the insurance lifecycle, operating in the Lloyd’s and companies markets.
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