Governance Administrator

Job title:

Governance Administrator

Company

Williams Lea

Job description

Governance AdministratorSalary: £30,000 – £35,000 per annum DOE, plus company benefitsLocation: London, EC2V 7ANContract: Full Time, PermanentShifts: 40 hours per week, Monday – Friday, 9am until 6pm with 1 hours unpaid lunch breakWork model: Hybrid – predominantly home based with a day or two a month in the London office, expenses are covered by Williams Lea/clientWilliams Lea seeks a Governance Administrator to join our team!Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.Purpose of roleWilliams Lea are looking for a motivated and organised individual to join the Operations team to provide comprehensive Investment Committee meeting support and assist with the effective running of the investment workflow. The role will report into the General Counsel and liaise closely with the Investment team leads. You will hold the pen on the coordination of cyclical meetings, including the Investment Committee, Investment Team meetings and the academy training programme. You will be responsible for the efficient coordination and timely paper distribution for meetings, ensuring presenters and attendees feel prepared and are kept up to date with session agendas. The current opportunity is for a reliable self-starter with a ‘can do’ attitude who is willing to roll up their sleeves and take charge.Key responsibilitiesInvestment Committee

• Efficient running of weekly Investment Committee (IC) and monthly Investment Team meetings:

• Set up and maintenance of IC folders for the entire year with separate filing for agendas, papers, minutes and approvals.
• Administration of the annual rotation of minute takers in consultation with the Chief Investment Officer.
• Advance scheduling of meetings, including room bookings and proactive rearranging where necessary.
• Monitor attendee list for each meeting to ensure meetings are quorate, where required.
• Timely pack circulation to ensure meeting attendees are kept up to date with meeting agenda items and any presenters are informed.
• Allocate minute takers to committee meetings and oversee circulation of meeting minutes in line with deadlines, (i.e. within a week of the meeting) and filed correctly.

• Progress Reports (PR)

• Maintain the schedule of portfolio company Progress Reports (PRs) due to IC during the year.
• Ensure that the fund managers review and amend the IC / PR schedule and that meetings are diarised for the following year before the year end.
• Issue diary reminders to relevant team members to submit PRs ahead of IC meetings.
• Ensure that PRs are filed appropriately in SharePoint folders and restricted where necessary for conflict reasons.
• Ensure minutes are submitted, circulated, approved and filed within the required time scale.
• Ensure the IC Directory is updated (and any new deals are added accordingly)

• Exit and Liquidity Sessions (ELS)

• Ensure ELS are added to diaries at the beginning of the year and minute takers assigned.
• Collate and circulate all papers one week before the ELS, liaising with Compliance to ensure papers are circulated to the correct committee members and withheld from any relevant committee members due to conflicts.
• Minute takers / checkers are assigned and that minutes are circulated in line with deadlines and filed correctly.

• Initial Appraisal (IA) / Final Approval (FA) / Interim Update meetings

• As and when needed you will be required to find a suitable time in relevant diaries (if outside the regular weekly meeting slots) for Initial Appraisal / Final Approval / Interim Update meetings (it is important to ensure that these meetings are quorate)
• Ensure a minute taker is allocated
• Agenda & paper(s) to be circulated two days before the meeting
• Update separate directory for IAs and FAs
• Ensure minutes are circulated within the agreed deadlines and filed correctly.

• Post Initial Appraisal Meetings

• Once an IA meeting is scheduled there are three other meetings which must be scheduled in diaries, PFRC, Deal Support and Talent (these meetings must be held as close as possible to the IA meeting)
• Ensure the IA / FA Directory is updated accordingly

• Completion minutes (new deal)

• Once received from the deal team, these minutes need to be circulated to Committee and filed correctly.
• Ensure the IA / FA Directory is updated accordingly.

Abort Cost Schedule Maintenance

• Maintenance of the abort fee schedule, ensuring an accurate record of the investment abort fees are uploaded to The Bridge (monthly emails circulated to the Investment Team).
• Oversee spending schedule governance and adherence to internal approvals policy

Training Academy

• Overall responsibility for coordination of the Business Academy
• Ensuring those delivering training are prepared and that materials are shared as appropriate.
• Ensure all sessions are recorded via Teams and links circulated.
• Maintaining attendance records to ensure a comprehensive record of Investment Manager attendance
• Liaising with the Head of HR and the lead Partner on the delivery of sessions as required

Office General

• This person will be the point of contact for our travel partners, Reed & Mackay by maintaining positive relations, escalating any internal issues, and attending quarterly meetings (1 hour)

Personal attributesThe successful candidate will have the following experience / characteristics:

• An experienced professional services Administrative or Personal Assistant
• Experience of working in a legal or FS environment
• Flexibility is essential, attention to detail is important as there will be a lot of budget/compliance aspects to the job
• Ability to manage and prioritise workloads
• Adept interpersonal skills and committed to excellent client service
• Flexible approach to work and good time management skills
• Ability to communicate and build effective, positive relationships across all levels
• Pro-active with the ability to identify problems and implement solutions effectively
• Advanced MS Office skills
• Comfortable operating in a dynamic, pressured and fast-paced environment

Rewards and BenefitsWe believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays(pro-rata for part time roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!Equality and DiversityThe Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at (we do not accept applications to this email address).

Expected salary

£30000 – 35000 per year

Location

London

Job date

Sat, 05 Oct 2024 00:37:36 GMT

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