Senior Administrator, Company Secretarial - Legal

About Northern Trust:

Northern Trust, a Fortune 500 company, is a globally recognized, award-winning financial institution that has been in continuous operation since 1889.

Northern Trust is proud to provide innovative financial services and guidance to the world’s most successful individuals, families, and institutions by remaining true to our enduring principles of service, expertise, and integrity. With more than 130 years of financial experience and over 22,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.

Role/Department:

We are looking to recruit a Senior Company Secretarial Administrator to provide administrative and organisational support to the EMEA Company Secretary team, ensuring the smooth operation of board and committee processes. The role is responsible for preparing meeting packs, maintaining governance records, coordinating director communications, and responding to routine governance queries. The EMEA Company Secretary team operates across the UK, Ireland, Luxembourg, Guernsey and the Middle East with primary support for a sub-team of five based in London.

The key responsibilities of the role include:

Board & Committee Pack Preparation

• Compile, format, and quality-check board and committee papers
• Upload materials to the board portal (e.g., Diligent)
• Ensure deadlines for paper submission are met
• Liaise with contributors to chase outstanding papers

Meeting Administration

• Schedule meetings and manage calendars
• Circulate agendas and meeting notices
• Coordinate logistics (rooms, dial-ins, VC links)
• Maintain attendance records

Governance Records Management

• Maintain statutory registers and entity records
• File documents in accordance with governance standards
• Support annual filings and routine submissions

Director Support

• Act as a point of contact for directors for logistical queries
• Support director onboarding and offboarding processes
• Support director training and induction processes

General Governance Support

• Respond to routine governance queries from internal teams
• Support corporate transactions and entity changes
• Assist with document execution processes
• Maintain the governance inbox and triage queries

Skills/Qualifications:

The successful candidate will benefit from having:

• Experience in an administrative or governance support role
• Strong organisational and time-management skills
• Excellent attention to detail
• A high standard of written communication
• Ability to work with senior stakeholders professionally
• Competence with Microsoft Office (Word, PowerPoint, Excel)
• Experience with board portals (e.g., Diligent) is desirable

Personal Attributes

• Discreet and trustworthy with confidential information
• Calm under pressure and deadline-driven
• Proactive and able to anticipate needs
• Strong interpersonal skills
• Team-oriented with a flexible approach

Qualifications

• No formal qualifications required.
• Prior governance or legal admin experience is an advantage

Working with Us:

As a Northern Trust partner, greater achievements await. You will be part of a flexible and collaborative work culture in an organization where financial strength and stability is an asset that emboldens us to explore new ideas.

Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company committed to assisting the communities we serve! Join a workplace with a greater purpose.

We’d love to learn more about how your interests and experience could be a fit with one of the world’s most admired and sustainable companies! Build your career with us and apply today. #MadeForGreater

Reasonable accommodation

Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please email our HR Service Center at MyHRHelp@ntrs.com.

We hope you’re excited about the role and the opportunity to work with us. We value an inclusive workplace and understand flexibility means different things to different people.

Apply today and talk to us about your flexible working requirements and together we can achieve greater.