Equity & Company Secretarial Specialist (Part-time)

What you'll do

Equity administration

• Own the end-to-end process for employee equity documentation: issuing option agreements, exercise notices, and related correspondence accurately and on time
• Design and implement equity management processes for grant issuances and exercises to maximise efficiency and user experience
• Maintain and update Carta (our equity management platform) to ensure the cap table and option ledger are accurate and current
• Maintain the statutory share register and related records
• Coordinate ERS (Employment-Related Securities) annual returns and other HMRC filings, working with external advisers as needed
• Support employees through the option exercise process, acting as the primary point of expertise resolving queries and escalating any, where appropriate, liaising with Finance and external providers
• Track vesting schedules, leaver provisions, and good/bad leaver determinations in coordination with the People and Legal teams
• Proactively identify and assess upcoming grant and exercise windows, filing deadlines, and compliance requirements — making judgment calls on prioritisation and escalation where needed
• Support on equity-related aspects of M&A or restructuring transactions as required

Company secretarial

• Ensure the group's corporate approvals are properly documented — preparing board and shareholder resolutions and written consents across UK and German entities
• Maintain accurate statutory registers and corporate records for UK Companies House and, working with local advisers, for German entities
• File share allotment, confirmation statements, change of officer forms, and other routine Companies House submissions on time
• Organise and minute board meetings, circulate papers, and maintain a governance calendar
• Support the General Counsel in managing the group structure — tracking entity status, approvals chains, and cross-border governance requirements
• Manage and direct external company secretarial providers and German notaries/advisers, exercising judgment on when to escalate or seek external counsel
• Maintain a corporate approvals library and ensure executed documents are stored and accessible

What we're looking for

• Solid experience in an equity administration or company secretarial role (in-house or at a law firm / corporate services provider), with a track record of independently owning processes end-to-end and exercising judgment in ambiguous or complex situations
• Sold understanding of UK employee share schemes — EMI options, CSOP, or similar — and an understanding of the HMRC reporting and compliance cycle
• Experience with Carta or a comparable equity management platform (e.g. Ledgy, Global Shares)
• Strong organisational skills and the ability to exercise judgment across multiple concurrent processes with firm external deadlines — you are able to assess risk, make independent decisions about prioritisation, and know when to escalate
• Excellent written communication and the confidence to draft complex governance documents independently — including correspondence, resolutions, and minutes — with minimal oversight

Desirable

• Experience with Companies House filing and UK statutory compliance for private companies
• Exposure to cross-border or multi-entity group structures
• Any exposure to German corporate or employment law, or to working with German advisers, would be a genuine advantage
• A CGI (ICSA) qualification (or equivalent), or a legal/paralegal background with strong demonstrable governance expertise