Job Title: Office Secretary
Location: London, England (Hybrid working)
A leading independent solar developer and power producer (IPP) operating across several European markets, including the UK, Germany, and the Netherlands. The company is involved in all stages of the solar energy value chain — from land sourcing and project development to construction, operations, financing, and power offtake.
Established in 2021 through the merger of a European solar development firm with an existing UK-based joint venture backed by experienced energy and investment partners, the business benefits from strong shareholder support and robust financial resources to drive its ambitious growth. This is an exciting phase of expansion, and the team is always keen to welcome motivated and passionate individuals to help advance its mission of decarbonising Europe’s electricity supply.
Key Responsibilities
1. Corporate Governance & Administrative Duties
* Prepare and submit applications for company incorporations.
* Handle filings with commercial registers and maintain company registers.
* Draft shareholder and board resolutions.
* Keep statutory books and company records up-to-date, including shareholder registries and contact details.
* Notify relevant authorities in the UK, Germany, and the Netherlands (e.g., Companies House, Handelsregister, KVK) of structural, directorial, or capital changes promptly.
* Maintain organisational structure charts for all group entities across jurisdictions.
* Oversee record-keeping, reporting, and disclosure obligations.
2. Compliance & Regulatory Requirements
* Manage submissions to transparency registers and similar registers across jurisdictions.
* Oversee Ultimate Beneficial Owner (UBO) disclosures.
* Ensure compliance statements are filed as required.
* Organise and ensure board meetings comply with local laws, including physical meeting requirements where applicable.
3. Know Your Customer (KYC)
* Conduct KYC checks on external partners and service providers.
* Coordinate KYC processes when third parties carry out checks on the company (e.g., lenders, advisers, counterparties).
* Assist with completing forms related to MIFID, tax, sanctions, and similar requirements.
* Apply for and maintain Legal Entity Identifiers (LEIs) for all relevant entities.
4. Systems & Process Improvement
* Identify and implement a company secretarial software platform.
* Manage onboarding and ongoing maintenance of corporate information within the system.
5. Cross-Functional Support
* Provide ad hoc support to Finance (e.g., audit queries), Compliance (e.g., ESG initiatives), and Legal teams.
* Coordinate notarial services where needed.
* Respond to shareholder queries and support monthly and ad hoc reporting obligations.
Skills & Experience Required
* Professional qualification in company secretarial practice, with a strong academic foundation.
* At least 3 years’ experience in a similar company secretarial role.
* In-depth knowledge of company law, corporate governance, and related compliance requirements.
* Experience working within international organisations across multiple jurisdictions.
* Commercially minded, organised, and detail-oriented, able to work independently.
* Comfortable managing competing priorities in a fast-paced environment.
* Discreet and trustworthy when dealing with sensitive information.
* Flexible, personable, and an effective communicator.
* Confident working with financial data and performing analysis.
* Strong problem-solving skills and a diplomatic, professional approach when engaging with senior stakeholders.
* Fluent in both English and German.