Job Title
Company Secretary Administrator
Department
Investment Trust-BG-UK
Overview of Department
The Investment Trust department provides high-quality company secretarial, administrative and financial reporting services to the Investment Trusts managed/administered by Baillie Gifford. In so doing, the department ensures the legal and regulatory obligations imposed upon Baillie Gifford & Co Limited, as the appointed company secretary and AIFM to the Trusts, are fully met.
Purpose of Role
To ensure accurate and timely delivery of Investment Trust Board documentation, statutory and regulatory administration, and related governance processes Administrators play a crucial role in the quality, efficiency and smooth operation of the Board cycle.
Responsibilities
Responsibility for the completion of core administrative tasks aligned to the lifecycle of our investment trust clients. To include, but not limited to:
- Board and committee reporting, including liaising proactively with Board paper contributors and other internal and external stakeholders to resolve queries and manage deadlines.
- Regulatory and listing rule filing obligations responsibilities, including London Stock Exchange (LSE) disclosures.
- Assist with share buy back and issuance administration, associated records and filings.
- Contribution to interim/annual report provision.
- In all cases, ensure operational excellence is achieved in line with departmental and regulatory standards, and deadlines are met.
- Regular and timely communication with key stakeholders, including query response, announcement provision and ad hoc reporting requirements.
- Collaborate effectively with internal and external stakeholders to ensure operational excellence in the standard of record keeping and onward reporting provision.
- Work collaboratively to improve service quality and identify opportunities to simplify and standardise end-to-end processes, including the adoption of digital, automation and AI-enabled tools.
What Success Looks Like:
- Accurate and Timely Delivery: Consistently delivers high-quality Board and committee documentation, regulatory filings and statutory administration, meeting all required deadlines while maintaining excellent attention to detail and compliance with regulatory standards.
- Effective Stakeholder Relationships: Builds strong working relationships with colleagues, Board members and external stakeholders, proactively managing deadlines, resolving queries and ensuring clear communication to support the smooth running of Investment Trust governance processes.
- Demonstrates ownership of responsibilities, confidently manages competing priorities and identifies opportunities to simplify, standardise and improve administrative processes, contributing to a more efficient and effective team.
Your Knowledge and experience:
- Experience in corporate administration experience, company secretarial support or a comparable professional services environment
- Proficient in Microsoft Excel and Word with proven ability to interrogate the information
- Ability to plan and prioritise work independently while contributing effectively to a team
- Excellent accuracy and attention to detail
- Excellent communication and interpersonal skills
- Experience working in Asset management (preferred)
- Experience supporting regulatory or listed company activities, including share buyback and issuance administration, (preferred)
The Type of Candidate that we're looking for:
We are looking for a proactive and organised administrator with experience in corporate administration, company secretarial support or a similar governance environment. You'll be comfortable coordinating documentation, supporting Board and committee processes, managing multiple deadlines and building effective relationships with internal and external stakeholders.
You'll take pride in producing accurate, high-quality work, have excellent attention to detail and enjoy finding ways to improve processes and deliver an excellent service. Experience supporting regulatory or listed company activities, including share buyback and issuance administration, would be advantageous. If you're ready to make an impact in a fast-paced environment, we want to hear from you.
Critical Skills
- Team Working
- Adaptability
- Improvement mindset
- Systems thinking
Closing Date
November 19, 2026
Should you choose to use AI tools to support your application, we ask that you do this thoughtfully. We encourage you to ensure your application reflects your own voice, experience, and motivations. We value authenticity and want to understand your individual strengths and perspectives.
At Baillie Gifford, we are committed to fostering an inclusive and respectful culture in which each of our colleagues can thrive and develop. We believe that our clients are best served by a diverse workforce with the experiences, ideas and perspectives that this brings.
If you are currently working at Baillie Gifford as an employee or contractor please apply to this job from the firm's Workday internal career site.
