Company Secretary Assistant & EA

Job Title: Company Secretary Assistant & EA

Reporting To: Chief Financial Officer

Location: No.3 St James’s London or BB&R Basingstoke. Hybrid working available (working 3 days in the office, 2 days from home)

Contract type: Fixed-term contract (approx. 12 months)

Berry Bros. & Rudd is the world’s best and most trusted fine wine and spirits merchant, with over 327 years of history. While proud of our heritage, we are forward-looking, family-owned, and people-focused, offering a unique and rewarding working environment.

The job in a nutshell

This is a busy, varied and highly trusted role providing administrative and secretarial support to the Company Secretary, alongside Executive Assistant support to the CFO, Director of the Family Business, Director of New Ventures, and People & Technology Director.

You will work closely with senior stakeholders across the business, managing complex administration, governance, compliance, property matters and executive support. The role requires strong organisation, initiative, discretion and flexibility.

Who you will work with

Internal: Company Secretary; CFO; People & Technology Director; Executive Team; Executive Assistants; Colleagues across the business.

External: Customers; Shareholders; Travel Companies; Suppliers

What you will do

Company secretary duties

• Support the Company Secretary with statutory filings at Companies House for all group companies, including Berry Bros. & Rudd Limited and associated subsidiaries.

• Assist with the coordination of Board and Committee meetings, including scheduling, liaising with Board members, and ensuring meetings run smoothly.

• Support the preparation, production and upload of Board papers using Board Intelligence.

• Prepare first drafts of written resolutions and minutes when required.

• Help maintain statutory registers and manage shareholder correspondence.

• Support dividend calculations and the distribution of shareholder communications.

• Safekeep legal documents, contracts and deeds.

• Assist with AGM arrangements and preparation of Reports & Accounts for dormant companies.

• Liaise with printers to produce annual accounts.

• Apply for late licence applications via the Westminster website when required.

• Arrange notarisation and apostille of documents as needed.

• Provide administrative support for pension related matters, including handling enquiries and circulating newsletters and announcements.-related matters, including handling enquiries and circulating newsletters and announcements.

Trademarks

• File and store trademark certificates.

• Support trademark renewals in collaboration with the Company Secretary and Director to the Family Business.

• Assist with trademark budgeting.

• Liaise with trademark agents on renewals, new applications, oppositions and potential infringements.

• Support decision making regarding objections to third-party trademark applications.-making regarding objections to third-party

Insurance

• Support maintenance and distribution of insurance documentation (including TWIMC letters).

• Liaise with insurance brokers regarding claims related queries and coordinate information between insurers, the Company Secretary and CFO.-related queries and coordinate information between insurers, the Company Secretary and CFO.

Licences

• Ensure all premises, TV and music licences are current and fees paid.

• Arrange new premises licences as required.

• Organise training and documentation for new Personal Licence Holders (PLHs).

• Maintain and update statutory notices when PLHs join or leave the business.

Data Protection

• Support maintenance of data protection registrations and annual filings for relevant group companies.

• Assist with compliance relating to the Limited Pension and Assurance Scheme.

Property duties

• Maintain property rental schedules and lease documentation.

• Support property projects alongside the Director of New Ventures.

• Assist with refurbishment projects, including raising purchase orders, managing budgets, and handling day-to-day issues.

• Manage future refurbishment or redecorating projects as required.-to-day issues.

EA duties

• Proactively manage diaries, meetings and appointments for senior leaders.

• Book meeting rooms and coordinate logistics using Outlook and TripleSeat.

• Process expenses through Concur and raise and receipt purchase orders in SAP.

• Manage emails and correspondence where appropriate.

• Organise meetings, events, catering, international travel, visas and accommodation.

• Occasionally travel with leaders to support meetings and take notes.

• Prepare and circulate presentations, agendas, minutes and follow-up- actions.

• Act as a professional first point of contact for visitors, customers and suppliers.

• Act as Secretary to the Charity Committee, managing records, budgets and compliance.