Legal Operations and Company Secretary Co-ordinator (Hybrid)

Job DescriptionAbout FastmarketsFastmarkets is an independent commodity pricing and information organisation with over 500 staff. We are fuelled by values that bring us all together and are united by a collective passion to make a difference. We are supported by a working model that is based on a hybrid approach that allows each of us to balance home and office working while encouraging effective collaboration and accountability.Fastmarkets is the most trusted Price Reporting Agency (PRA) in the metals, mining, agriculture, forest products, and energy transition markets. Our price data, forecasts, and market analyses give our customers strategic advantage in complex, volatile, often opaque markets. Our events provide forums for market participants to come together, trade, and talk through the critical issues of our times.We are making a difference. Fastmarkets works to create transparent commodity markets through our reliable and trusted price data and market intelligence. The markets we serve are central to how economies work and are essential for our lives. By doing this, Fastmarkets helps our customers build a more sustainable world. We are built on a 130-year foundation while bringing a digital platform to market, combining the currency of trust with the power of digital.Most importantly, we are fuelled by our teams that, across the globe, making the amazing possible. With a deep sense of purpose and belonging, we are building an extraordinary future – together. If you would like to help build the future, we hope you will join us on our journey.Fastmarkets was founded in 1913 (as Metal Bulletin) and is a privately held UK-registered company. It is owned by global private equity firm Astorg, a specialist investor in healthcare, software, technology, business services and technology-based industrial companies.The RoleTo support the Legal, Risk and Compliance function (LRC) by managing Fastmarkets’ the day-to-day administration of the team and support with company secretarial responsibilities.The role will triage all general queries received by the team, assisting the team on projects, managing the processing of invoices and expenses and organising team meetings.In addition to this, a key part of the role is to assist with the management of the provision of company secretarial services for the group’s legal entities and directors, including: assisting the General Counsel with the preparation of board and committee packs, statutory compliance, maintaining statutory books, drafting and lodging required forms with Companies House in the UK and international regulatory bodies, liaising with local counsel regarding company secretarial matters, document preparation, execution and general administration.The role sits in the newly established LRC function within Fastmarkets. LRC is responsible for managing legal, risk, compliance, privacy, Co Sec and ESG on a global basis across the business. The General Counsel reports to the CEO and the team is viewed as a genuine business partner, critical to helping the organisation deliver its strategy.Principal AccountabilitiesWork closely with LRC team members to manage, track and triage incoming queries from the Fastmarkets business teamsAssist the General Counsel with the preparation of board and committee packs, ensuring the smooth running of board and committee meetings, liaising with attendees, coordinating attendance etc.Manage the administration of the LRC team including document and resource managementProvide co-ordination and secretarial support on ad hoc projects, including M&A integration, group reorganisations, new company incorporations and entity strike offsManage the provision of company secretarial services for the group’s legal entities and directors.Ensure Fastmarkets maintains statutory registers for each of the group’s subsidiaries, managing all relevant correspondence and preparation of board/shareholder documentationLiaise with local counsel regarding company secretarial matters, document execution and general subsidiary managementDraft and lodge required forms with Companies House in the UK and international regulatory bodiesAssist with the coordination and preparation of statutory accounts and governance reports for the groupRespond to queries regarding the group structure, preparing and maintaining guidance for the business regarding the sameAssist with the preparation of FBA-OY board and BEOC committee packs, ensuring the smooth running of board and committee meetings, liaising with attendees, coordinating attendance etc.Process invoices and expenses on our payment systems and following up on invoicing queriesOrganise team meetings and offsites as requiredAdministration of new starters in the teamOther ad hoc UK and international company secretarial work as required from time to timeKNOWLEDGE, EXPERIENCE AND SKILLSWe are looking for an individual who is highly motivated, driven, and have a passion to be part of a fast-paced, successful team. Being a strong team player is also important as well as someone who is happy to work flexibly.Experience as a Legal administrator supporting a busy team.Experience of Company Secretary duties within a small private companyExcellent Microsoft Office skills (particularly MS Word and PPT)Experience working with directors (or equivalent) and other senior leadersAdopts a methodical approach with excellent attention to detailA flexible can-do approach to relevant issues and to act promptly to ensure situations are dealt with appropriately, effectively and with professionalismGood time management, prioritisation skills and ability to manage a busy workloadProactively seeks out opportunities to improve processes and ensure the effective functioning of the LRC team and wider businessStrong verbal and written communication skillsAble to work confidently and autonomously where required, while recognising when to ask for directionICSA qualifications would be beneficialA pro-active approach, anticipating the needs of the teamAbility to learn to work with in-house software packages or databases (eg CSC, Visio)Ability to remain calm under pressurePersonable and able to build relationships with the team and others in the businessOur valuesFastmarkets people come from all different walks of life. It’s this mix of brilliant personalities, experiences and insights that gives us that warm, open, and friendly culture you can feel as soon as you meet us. But however wonderfully different we all are, there are six things we all have in common – and they form our Fastmarkets values.Created by our own employees to reflect some of the personal traits that Fastmarkets people have, our values are key to what makes our culture unique. They reflect who each of us are and they're embedded in everything we do.Our values are:METRICS DRIVEN. We use insights to improve our customers’ experience and our business performanceACCOUNTABLE. We are accountable to ourselves and those we work with: we keep our promises and get things doneGROWTH MINDSET. This value enables us to be nimble to the changing realities and operate with a sense of urgencyINCLUSIVE. We are inclusive and respectful, celebrating each of us and giving everyone a deep sense of belonging with the desire to bring their best self to work every day.CUSTOMER CENTRIC. We are customer-centric in all that we doCOLLABORATIVE. We are collaborative, able to work across teams and capitalise on the diversity of intellect, perspectives, and experiences.You’ve read a little about us – now it’s over to you!If you like what you’ve read so far and think you can see yourself as a Fastmarkets person, it’s time to fill in your application form. This form is an important part of the selection process: it’s used to determine whether or not you’ll be chosen to have an interview and acts as a basis for the questions we’ll ask you on the day. It’s vital that you try to capture all the relevant information we have asked for on the form so we can get a good feel for who you are and why you’re great.
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