Deputy Company Secretary - Global Entities

Who are Inchcape?

At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organizations.

We have an ambitious growth model, and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.

Role purpose

To take day-to-day ownership of company secretarial administration and entity management for Inchcape's 100+ group entities across some 60 jurisdictions, reporting into Group Legal in London. The role is the principal point of contact for company secretarial matters, working with a high degree of autonomy and exercising judgement on process, prioritisation and escalation. It carries direct exposure to Group Legal, senior management, the group's private equity owner and external advisers, and supports live M&A, financing and governance workstreams.

What you'll do

Own the day-to-day company secretarial and entity management workload for the group's 100+ entities, operating with limited supervision and taking responsibility for quality, accuracy and delivery to deadline.

Draft minutes, resolutions, powers of attorney, bank mandates, shareholder approvals and related documentation from Group templates, adapting them where circumstances require and identifying where Group Legal input is needed.

Manage end-to-end execution logistics across jurisdictions — circulation and signature by directors, notarisation, apostillation, legalisation and courier arrangements — tracking each document through to completion and chasing where necessary.

Instruct, coordinate and manage local corporate service providers, company secretarial agents and external advisers across multiple jurisdictions, including reviewing their output, monitoring cost and holding them to agreed timetables.

Own the group structure chart and entity records, ensuring Diligent Entities and the Group Legal SharePoint are complete, accurate and current at all times, and driving remediation of legacy data gaps.

Run the group compliance calendar: statutory filing deadlines, annual returns and accounts, director and officer changes, registered office and constitutional amendments, with early escalation of risks and slippage.

Collate and issue KYC/AML documentation for banks, auditors, advisers, counterparties and the group's private equity owner, managing recurring refresh cycles and responding to ad hoc requests under time pressure.

Support the entity simplification programme — mergers, members' voluntary liquidations, de-registrations and strike-offs — coordinating with HR, benefits, facilities, tax and finance and with external corporate, employment and tax advisers.

Support Group Legal on corporate transactions and projects (M&A, joint ventures, refinancing and governance initiatives), including condition precedent and closing deliverables, corporate authorisations and post-completion integration of acquired entities.

Contribute to the improvement of company secretarial processes, templates, trackers and guidance, including greater use of technology and automation.

Who you are

• ICSI qualified (Associate Company Secretary), with around 5-8 years' post-qualification company secretarial or entity management experience gained in a multinational group, or in a corporate services or professional services environment servicing multinational clients.
• Demonstrable experience of managing overseas subsidiaries and working across multiple jurisdictions, including instructing and managing local providers.
• Confident preparing corporate documentation with minimal input and comfortable forming a view on what is required, while recognising when to escalate.
• Hands-on experience of entity management systems, ideally Diligent Entities, and of maintaining group structure charts and statutory records for a complex group.
• Experience supporting corporate transactions from a company secretarial perspective (M&A, restructuring, financing) would be a strong advantage.
• Fluent written and spoken English, and credible corresponding directly with directors, senior management, advisers and colleagues in other jurisdictions.
• Methodical, highly accurate and rigorous in record-keeping and document production.
• Well organised, resilient under a high-volume workload, and able to prioritise independently while working remotely with a UK-based team across time zones.
• Positive, proactive and a fast learner, with a flexible approach and the confidence to deal professionally with all levels of management.
• Training will be provided on Group processes and on non-Indian jurisdictions.

Essential: Knowledge, Skills and Abilities

• Strong company secretarial and corporate governance knowledge gained in a multinational environment.
• Experience managing legal entities across multiple jurisdictions and coordinating overseas compliance requirements.
• Ability to draft board minutes, written resolutions, powers of attorney, shareholder resolutions, bank mandates and related corporate documentation with minimal supervision.
• Experience instructing and managing external corporate service providers, company secretarial agents and advisers.
• Strong understanding of statutory filing requirements, annual compliance obligations and corporate record maintenance.
• Experience maintaining entity management systems and corporate records databases, ideally including Diligent Entities or a similar platform.
• Excellent organisational and project management skills, with the ability to manage a high-volume workload and competing priorities.
• Strong attention to detail and commitment to accuracy in document production and record keeping.
• Excellent written and verbal English communication skills.
• Strong stakeholder management skills, including interaction with directors, senior management and external advisers.
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint and SharePoint.

Desirable

• Experience supporting M&A transactions, post-acquisition integrations, corporate restructurings, entity simplification projects or financing transactions.
• Experience managing notarisation, apostillation and legalisation processes across multiple jurisdictions.
• Experience working with private equity-backed organisations.
• Experience implementing process improvements, automation initiatives or legal operations technology.
• Exposure to sanctions, compliance, KYC/AML or regulated business environments.
• Knowledge of UK company secretarial practices and governance frameworks.

Essential

• Education and Professional Qualifications
• Associate Company Secretary (ACS) qualification and membership of the Institute of Company Secretaries of India (ICSI).
• Bachelor's degree in Commerce, Law, Business Administration, Corporate Secretaryship or a related discipline.
• Desirable
• Fellow Company Secretary (FCS) status.
• Additional qualification in law, finance, governance or compliance.
• Relevant certifications relating to corporate governance, compliance or legal operations technology.

Essential :Other Requirements

• Approximately 5-8 years' post-qualification experience in company secretarial, governance or entity management roles.
• Experience working within a multinational corporate group or professional services environment supporting multinational clients.
• Ability to work independently and exercise judgement on prioritisation and escalation.
• Ability to collaborate effectively with a UK-based legal team and stakeholders across multiple time zones.
• Willingness to accommodate occasional calls outside standard Indian working hours where required to support global operations.
• Desirable
• Experience supporting entities across Europe, the Middle East, Africa, Asia-Pacific or the Americas.
• Experience using Diligent Entities.
• Experience supporting legal, governance or company secretarial functions within shipping, logistics, infrastructure, energy or other international service businesses.

Why Join Inchcape?

At Inchcape, our people are our greatest strength. We offer the opportunity to be part of a global organisation where your ideas, expertise, and ambition can make a real impact.

What we offer:

• Competitive salary and incentive opportunities
• Healthcare benefits
• Generous annual leave
• Career development and progression opportunities
• Global recognition programmes
• Team-building and networking events

Customer engagement and management.

Working in complex multi-cultural organisations

Our Values

Global Perspective

We connect the world and see the bigger picture.

The Power of People

We succeed through local expertise and strong relationships.

Progress

We embrace innovation and drive positive change.

Ready to Make an Impact?

If you're a customer-focused sales professional looking to grow your career with a global leader in maritime and logistics services, we'd love to hear from you.

Apply now and help us deliver the bigger picture.

#ISSthebiggerpicture

Inchcape Shipping Services is an Equal Opportunity Employer committed to creating an inclusive and diverse workplace for all.