Corporate Secretary – Governance Process Owner

This is a fully remote position, open to applicants in Spain.

📋 Description

• Participate in management board, supervisory board, and committee meetings throughout the organization.

• Monitor agendas, quorum, conflicts of interest, and decision-making authority.

• Prepare minutes and resolutions that meet regulatory and auditor standards.

• Manage annual cycles for boards and committees, including calendars, charters, evaluations, and entity registers.

• Complete DNB, KvK, and UBO filings with approvals from Legal/Compliance.

• Oversee records management and access rights.

• Collaborate with Risk and Internal Audit to establish controls, including audit trails, human approvals, and AI accuracy assessments.

• Distribute minutes and decisions to appropriate teams.

• Manage annual agendas and preparation schedules for boards and committees.

• Send meeting materials five working days ahead and prepare pre-meeting summaries.

• Maintain a register of decisions and actions, including owners, due dates, status, and evidence of closure.

• Automate follow-ups and escalate overdue items to committee chairs.

• Compare governance practices with regulated banks and publicly traded companies.

• Collaborate with the AI team to develop the governance aspect of Finom's company-wide AI system.

• Create processes for meeting capture, minute drafting, action extraction, registers, board packs, reminders, and exports.

• Design processes that allow meetings to proceed without the secretary through chair-appointed substitutes.

• Engage directly with Notion, Gemini, Granola, Google Workspace, n8n, Langdock, Claude, Slack, and email.

⛳️ Requirements

• Experience in maintaining audit trails and process discipline; familiarity with governance, control, or compliance processes that have been audited or regulated.

• Proven ability to handle board-level, regulatory, or sensitive information with discretion, verified through references.

• A minimum of 3 to 8 years in a board office, company secretariat, governance operations team, or corporate law practice within a bank, insurer, licensed fintech, law firm, or publicly listed company.

• Knowledge of Dutch BV/NV and European bank-grade governance standards.

• Understanding of audit trails and the reasons regulators review board minutes.

• Familiarity with two-tier boards and the distinctions between executive and non-executive roles (MB and SB).

• Eligibility to work in Spain.

• A law degree or company secretarial qualification (CGI), or currently pursuing one (preferred).

• Experience with a board portal such as Diligent (preferred).

• Background working under DNB, the ECB, or another EU supervisor, or in a publicly listed company (preferred).

• Experience utilizing AI and automation to enhance process efficiency (preferred).

🏝️ Benefits

• Remote work options available from Spain.

• Certificate of conduct (VOG) required as part of the hiring process.