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The role of the Company Secretarial Assistant is to provide a broad, efficient and effective support service within the Group Secretariat, focussing and assisting on activities and duties undertaken by Group Secretariat in Board and Governance Support, Shareholder Services and UK legal entity management together with all associated filings, record keeping and internal processes, where required.
Responsibilities of the function include the following key areas :
Board support – Prudential plc and Prudential Corporation Asia Limited :
- comprehensive support to the Board and the Chair including management and governance of Board and Committee meetings,
- directorate changes,
- ensuring compliance with governance, legal and listing obligations in relation to Board and committee matters and directors’ ongoing obligations, including training requirements and annual effectiveness evaluations; and
- keeping under review the remit of the Board and principal committees, updating this in line with best practice and regulatory requirements as needed.
Shareholder services – Prudential plc
Liaison with registrars servicing Prudential’s listings in the UK, Hong Kong, Singapore and New York, andmanaging ongoing and one off shareholder initiatives including the Annual General Meeting and twice annual dividend payments.Governance and reporting – Prudential plc
Monitoring external governance developments in the UK and Hong Kong and reporting to the Board;review of internal governance processes against changing trends and best practice, recommending changes where appropriate;monitoring compliance with applicable listing rules and governance codes;producing external governance reporting for the Half Year and Full Year Report and other projects as required;design and implementation of policies regarding insider management including share dealing codes; anddrafting and release of Stock Exchange announcements in the UK, Hong Kong and Singapore.Subsidiary governance
Board support, including board and shareholder meetings / resolutions for UK and Hong Kong incorporated subsidiary companies;statutory filings for UK and HK incorporated subsidiary companies;structure chart and Group filings, such as the Larger Trader filing in the US and regulatory requests for subsidiary information; andestablishing and monitoring appropriate governance guidelines for subsidiary companies across the Group.Principal accountabilities :
Working across all areas of the team, providing assistance to other team members. Principal areas of support include :Assistance covering all aspects of support to the Prudential plc Board and Directors, including meeting support for the Board and key committees, Board changes and related filings, regular information checks, and provision of information and training schedules.Assistance with the review of terms of reference for Prudential plc and its principal committees.Assistance with Board evaluations for Prudential plc, senior Board roles and principal committees.Assistance with governance processes for subsidiaries.Assistance with Group Secretariat’s input into Prudential’s internal governance and policies framework.Assistance with all Share Capital related filings and notifications.Undertaking research projects as required; andAssisting in any other project or activity as required, including Board Support tasks in respect of the Prudential Plc board and its principal committees, tasks connected with the UK subsidiaries, governance and external reporting, shareholder services, share capital and share registration matters, and the Group’s listed debt portfolio.Core Competences Required :
ICSA / CGI qualified or equivalent.Good understanding of basic secretarial and governance processes, ideally gained in a listed company.Sound administration, prioritising and organisational skills.Must be able to build and maintain strong stakeholder relationships.Proven strong team player.Willingness to support others as required to ensure that departmental as well as team objectives are achieved.Flexibility around approach to time management to ensure delivery times lines for information to the Board and other stakeholders are met.Discretion and integrity in handling confidential and sensitive information.Strong computer literacy.