Company Secretarial Assistant

Corporate Governance and Secretariat:

Role Purpose

Board support

To provide administrative and operational support to the Corporate Governance & Secretariat function, ensuring the proper management of corporate records and compliance with legal, regulatory and governance requirements.

This role supports the Mexico Company Secretary/HLAH Deputy Company Secretary in delivering the Corporate Governance & Secretariat function activities.

Supports the drive to achieve the highest standards of corporate governance to support the delivery of Group strategy and to satisfy the expectations of our stakeholders.

Activities:

• Maintain and safeguard statutory and corporate books, including Board Committee and Shareholders’ Meeting minutes.
• Coordinate and manage physical execution of documents, including collection and control of wet signatures.
• Maintain control and custody of other legal corporate documents.
• Provide end-to-end administrative support for Board and Committee meetings including: (i) scheduling meetings and managing calendars, (ii) reserving meetings rooms and facilities, (iii) coordinating with IT for connectivity, equipment and technical support, (iv) arranging parking services for NEDs, (v) coordinating catering and meals for meetings.
• Process and follow up on fees payable to Board and Committee Members (NEDs), ensuring timely and accurate payment.
• Manage and monitor the timely payment of invoices related to area activities
• Ensure proper physical and electronic filing of corporate records in accordance with internal policies and confidentiality standards.
• Maintain up to date directors‘ files, including personal appointment, independence, vetting, regulatory and corporate documentation.

Requirements:

Solid administrative experience or paralegal or recently graduated from Business, Law or similar

Intermediate English

Strong organizational skills

High attention to detail and strict adherence to confidentiality standards

HSBC is an equal opportunity employer committed to building a culture where all employees are valued, respected and opinions count. We take pride in providing a workplace that fosters continuous professional development, flexible working and, opportunities to grow within an inclusive and diverse environment. We encourage applications from all suitably qualified persons irrespective of, but not limited to, their gender or genetic information, sexual orientation, ethnicity, religion, social status, medical care leave requirements, political affiliation, people with disabilities, color, national origin, veteran status, etc., We consider all applications based on merit and suitability to the role.