Secretarial Assistant

To support the Company Secretariat team in delivering high-quality company secretarial, statutory compliance, and governance services to a wide portfolio of clients. The role involves maintaining statutory records, supporting Companies House filings, preparing governance documentation, and providing administrative and project support.

Shoosmiths is the law firm clients choose for excellent service, incisive thinking and above all for our ability to focus on what matters. From offices across the UK and Brussels, we support some of the world’s most exciting and ambitious businesses; amazing clients making an impact. We empower our people to be their authentic selves and deliver together in supportive teams committed to excellence and innovation.

The first top 50 law firm to achieve ‘Platinum Standard’ Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm.

We have an outstanding benefits package to complement our competitive remuneration system. In addition to the competitive salaries, great working environment and high-quality work, we believe that all staff should be rewarded for their commitment to the continued success of the firm through a comprehensive and flexible range of benefits.

• Maintain and update statutory registers for client companies (electronic or physical).
• Assist with the preparation and filing of statutory forms and submissions at Companies House, including in corporations, director changes, shareholder updates, and confirmation statements.
• Support the reconstitution, organisation, and upkeep of statutory books.

• Assist in drafting board minutes, written resolutions, and other governance documentation.
• Support the organisation of board and committee meetings, including agenda collation, document preparation, and distribution of packs.

• Prepare, check, and submit filings using internal systems or third-party software platforms such as Diligent Entities.
• Monitor upcoming deadlines and ensure timely submission of statutory documents.

• Liaise with internal stakeholders, fee earners, and external advisors to obtain information and ensure accuracy of filings.
• Manage general queries from clients and colleagues regarding company secretarial obligations and filings.

• Maintain structured digital filing systems and support the digitisation of statutory documentation.
• Provide general administrative support to the Company Secretarial team across multiple projects, including data entry, document preparation, and file management.

• Conduct basic research into corporate governance, Companies Act requirements, and regulatory changes to support team deliverables.

• Strong attention to detail with excellent organisational skills.
• Clear written and verbal communication skills.
• Ability to handle confidential information discreetly.
• Proficient user of Microsoft Office (Word, Excel, Outlook).
• Positive, proactive attitude and willingness to learn.

• Interest in corporate governance, law, or business administration.
• Previous administrative experience, ideally within a professional services or legal environment.
• Desire to pursue a professional qualification with the Chartered Governance Institute (CGI).

• On-the-job training provided by experienced governance and company secretarial professionals.
• Support towards CGI Certificate or Diploma qualifications.

• High level of accuracy and commitment to high-quality output.
• Strong time-management and ability to prioritise competing deadlines.
• Analytical approach to problem-solving.
• Team-oriented mindset, willing to support colleagues as needed.

Our approach to our people is underpinned by our approach to diversity, inclusion and well-being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues.

This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.