Assistant Company Secretary (Vice President)

Title: Assistant Company Secretary

Business: Global Legal Affairs and Compliance

Division: Legal

Officer Title: VP

C-Grade: C13

Location: Frankfurt

Legal Entity: Citigroup Global Markets Europe AG (“CGME”)           

Job Purpose/Overview:

This role will assist the Company Secretary and deputize where necessary at the Boards and Committees of Citigroup Global Markets Europe AG and Citibank, N.A. in New York, Filiale Frankfurt/Main.

This role will also involve balancing a portfolio of Management and Supervisory Board/committee governance and legal entity management activities.

Key Responsibilities:

• Supporting the Company Secretary in providing Board and governance services to the Germany Legal Entities

• Ensuring the integrity of the governance framework, being responsible for the efficient administration of a company

• Central point of contact for Board governance related topics on a day-to-day basis

• Working with the Company Secretary and Legal Counsel to ensure compliance with statutory and regulatory requirements and communicating and implementing decisions of the Boards

• Coordinate with Corporate Secretaries of other Citi Legal entities

• Ensure close co-operation with key stakeholders

• Coordinating / leading special projects as delegated by the Company Secretary

Development Value:

• Gain deep legal entity governance knowledge and awareness

• Work closely with the supervisory Boards and management Boards

• The Company Secretary team has interactions with almost every business, product and function, giving a ‘birds eye view’ of the firm

• Opportunity to work in a large and complex organisation in a challenging and changing business environment

• Opportunity to gain holistic insights into the management of the firm and the various business areas and functions. Gain broad network across Citi Germany, London, Dublin, Belfast and NY and the international network

PERSON SPECIFICATION

Experience/Knowledge:

• Good awareness of corporate governance principles and practices

• Experience in financial services in either in-house or experience working with financial services clients would be an advantage

• Extensive experience in working on teams and influencing diverse resources and stakeholders

• Track record of delivering results

• Experience in working in large, complex organisations

Skills:

• English and German language skills are essential, other languages are an asset

• Very good demonstrable organizational, time management and administrative skills

• Meeting Management skills are essential; Strong demonstrable Minute Taking Experience

• Excellent interpersonal skills

• Disciplined self-starter, able to work autonomously

• Attention to detail

Competencies

• Proficient in Microsoft Office: Word, PowerPoint, Excel, Outlook

• In-depth knowledge of legal customs and practices

• Extensive experience in working on teams and influencing diverse resources and stakeholders

• Track record of delivering results

• Experience in working in large, complex organisations

Qualifications:

• University degree, ideally in Governance, Law, Business, Administration or Accountancy

• Knowledge and understanding of the financial services industry

Key tasks include:

Board Services:

• Assisting the Corporate Secretary in providing robust governance and Board services to the Germany Legal Entities

• Coordinate, create meeting packs, attend and prepare robust meeting minutes for regular and extraordinary governance meetings

• Circulating minutes for review and comment

• Follow up and track post Board meeting actions

• Administrate circular votes

• Assistance in setting and maintenance of the Board meeting dates and calendars (Board Planner)

• Regular communication of Board dates and deadlines

• Updating agenda forward planner with inputs from relevant functions

• Interaction with other stakeholders including presenters, other company secretarial teams in other jurisdictions

Governance Services:

• Organise and arrange Board training, tutorials and deep dive sessions

• Assist with annual Board self-evaluation

• Assist with skill and suitability assessment

• Onboarding of new Key Function Holders and Board members

• Assist with induction Process of new Supervisory Board members

• Being vigilant on a robust escalation process

• Arrange and compose the list of approvals in the legal database, follow-up on approvals and ensure the appropriate reporting according to WpHG and German Banking Act

• Ensure decisions made are communicated to and implemented by the relevant company stakeholders

• Ensure good information flows within the Board and its committees and between senior management

• Coordination/ownership of compliance with legal and statutory requirements of regulatory authorities and Citi policies including implementation of changes and respective adaption to the business

• Assistance with providing constitutional documents, directors information etc.

• Arranging for certification, notarising and apostille as required

• Provision of copies of Board and committee minutes, Board packs, papers and any other information requested by regulators, external auditors and Internal Audit

• Maintaining terms of reference, charters, by-laws and articles of association

• Liaison with CEO and CAO office: Regular weekly update calls

• Retaining evidence for MCA and updating as required/requested

#LI-JC1

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