Governance Process Owner – Corporate Secretary

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

📋 Description

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

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

• Compose minutes and resolutions adhering to regulatory and auditor standards.

• Oversee the annual governance cycle, which includes managing calendars, charters, evaluations, and entity registers.

• Prepare filings for DNB, KvK, and UBO with legal and compliance approval.

• Manage records and access rights effectively.

• 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.

• Take ownership of annual agendas for boards and committees.

• Facilitate preparation schedules with presenters.

• Send meeting materials five working days in advance, including pre-meeting briefs and standardized board paper templates.

• Maintain a decision and action register that includes owners, due dates, statuses, and closure documentation.

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

• Benchmark governance practices against those of regulated banks and publicly listed companies.

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

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

• Design procedures to ensure meetings can proceed without the role holder, allowing chairs to appoint substitute secretaries.

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

• Provide support to management boards, supervisory boards, and board committees across Finom Group, Finom Payments B.V., and other group entities.

⛳️ Requirements

• Proven experience in managing or enhancing a governance, control, or compliance process that has been audited or regulated.

• Capability to maintain a comprehensive decision-making trail and audit trail.

• Demonstrated discretion when handling board-level, regulatory, or sensitive information, validated through references.

• Minimum of 3 to 8 years of experience in a board office, company secretariat, governance operations team, or corporate law practice.

• Background in a bank, insurance company, licensed fintech, law firm, or publicly listed company.

• Familiarity with Dutch BV/NV and European bank-grade governance frameworks.

• Knowledge of audit trails and the rationale behind regulators reviewing board minutes.

• Understanding of two-tier board structures and the distinction between executive and non-executive roles (Management Board and Supervisory Board).

• A law degree or company secretarial qualification (CGI), or actively pursuing one is desirable.

• Experience with a board portal such as Diligent is a plus.

• Experience with DNB, the ECB, or another EU supervisory authority, or within a publicly listed company is advantageous.

• Familiarity with utilizing AI and automation to enhance process efficiency is a plus.

• Capacity to provide references and obtain a certificate of conduct (VOG) during the hiring process.

🏝️ Benefits

• Full-time employment.

• Flexible remote work options.

• Opportunity to engage with AI and automation technologies.

• Exposure to board, regulatory, compliance, and governance activities.

• Professional growth through practical experience with governance systems and AI tools.