Process Manager and Team Lead

In this role you will take responsibility and support the Head Corporate Governance EMEA for the delivery of Corporate Secretariat services to entities of the Business Unit Reinsurance and Group Operations in EMEA, in particular with respect to:
o managing a multi-jurisdictional team of 7 company secretaries and paralegal based in Bratislava, London, Luxembourg, Munich and Zurich
o developing and establishing efficient corporate secretariat processes for all in-scope entities
o monitoring legal and regulatory changes impacting the corporate governance and secretariat processes of in-scope entities, and
o actively engaging with internal stakeholders in order to ensure implementation of the service delivery model

You will also provide corporate secretariat services to entities in scope.

EMEA – Corporate Secretariat Management
• Take responsibility and support the Head of Corporate Governance EMEA in particular with respect to:
o ensuring efficient and prompt delivery of corporate secretariat services for all entities in scope
o managing a multi-jurisdictional team of 7 company secretaries and paralegal based in Bratislava, Munich, London, Luxembourg, Munich and Zurich
o developing and establishing efficient corporate secretariat processes
o monitoring legal and regulatory changes impacting the corporate governance and secretariat processes, and
o actively engaging with internal stakeholders in order to ensure implementation of the service delivery model
• Develop standards and procedures for corporate secretariat services
• Manage and control the use of outside counsels and external service providers (legal and regulatory monitoring, translation, notary, administrative services etc.)
• Foster and maintain positive working relationships and collaboration with the Group Corporate Secretariat, Legal Reinsurance EMEA team, other regional legal teams in charge of corporate secretariat and relevant stakeholders
• Support internal projects as needed; provide timely and concise input to senior management for internal reporting, team key performance indicators (KPIs), strategic initiatives, etc.
• Provide training and guidance on corporate secretariat processes and corporate governance matters
• Operate systems and controls to pro-actively identify, manage and control legal risks emerging from internal initiatives as well as external developments
• Operate as part of the Swiss Re Legal and Compliance Department

EMEA – Corporate Secretariat services
• Take ownership and responsibility for the organisation of board or committee meetings of, i.e. timetabling, preparation, organisation and conduct of board and committee meetings, as well as preparation and distribution of board and committee documents; i.e. scheduling meetings with assistants and Logistic, maintain corporate calendar, sending invitations, drafting agenda, compiling and distribution of pre-reading documents via the secured platform iESP, schedule preparation meeting with the chair of Board and committees;
• Take responsibility for taking minutes of regular and ad-hoc board and committee meetings, drafting of circular resolutions and the administration involved in implementing corporate
actions; i.e. drafting minutes and action items list as soon as possible after each meeting, organise review and follow-up, arrange for signature of minutes and prepare extracts if required;
• Take responsibility for the administration of company records (physical and electronic), general management of company information (including quarterly update of the internal information system (Englobe)) and general record management including policy repository;
• Take responsibility for company secretariat formalities relating to the approval of annual accounts, change of board/committee members/ branch manager/authorised signatories (including preparation of trade register filings and standard regulatory notification) as well as annual corporate governance certification and/or Board self-assessment and review of policies;
• Organise signing of documents and legalisation/notarisation/consularisation/apostille with support from Logistics


About the team

The Corporate Governance & Secretariat team is a multi-jurisdictional team composed of 10 Legal Counsels and Company Secretaries based in Bratislava, Luxembourg, London, Munich and Zurich, providing corporate governance and corporate secretariat services to legal entities of the Business Unit Reinsurance and of Group Operations in EMEA and their branches.

Dedicated partner of board and committee members of in scope entities, the Corporate Governance & Secretariat team is accountable for compliance of in-scope entities with corporate governance laws, regulations and internal requirements.

Key activities are: corporate restructuring, legal entity creation, life cycle management, corporate secretariat, regulatory filings and license application and maintenance, internal and external regulatory investigations, legal monitoring, provide awareness and training to board and committee members, outside counsel management on behalf of the entities.