Finance and Legal Operations specialist (6 month… at EXA… · City of…

Role Purpose

We are seeking a diligent, conscientious individual with excellent organisational skills to proactively support our legal and finance functions.

This is a fantastic opportunity for someone looking to gain experience in the telecommunication industry while learning how finance and legal teams operate and interact.

This is very much a supporting role where daily tasks depends on the needs of the teams and tasks could range from assisting with preparing Board minutes & arranging document signings to arranging couriers.

We are looking for a capable Company Secretarial professional to support the migration, review and remediation of company secretarial records into a new governance management system. The role will take ownership of day-to-day record management activity, apply practical company secretarial judgement to identify gaps and risks, and coordinate confidently with internal stakeholders and external legal advisers to ensure corporate records are accurate, complete and audit-ready.

Key responsibilities

• Clearing historic backlog of unscanned Treasury documents and organising on the Treasury drive

• Organising Treasury post, reviewing and scanning documents and ensuring information is passed along to relevant teams’/individuals

• Preparing annual bank mandates and associated Board minutes using pre-approved templates. Documents will need to be prepared on relevant company letterheads, checked that information is current and accurate, before coordinating reviews by the Company Secretary and arranging Docusigns. This task involves exposure to confidential and sensitive data, so a keen understanding of GDPR and working / sharing sensitive information is imperative.

• Preparing bank letters on letterheaded paper for accounting closures/activity cancellations, arranging signatures and postings

• Treasury receive a number of KYC requests from our banks. Working with Company Secretary, Compliance and Controllers to gather requested information, and sending to Treasury for review and further dissemination

• Supporting with audit requests as needed

• On receipt of cheques, arranging for these to be deposited in line with the process for these.

• Supporting the Treasury team with ad-hoc tasks as they arise.

• Lead the upload, classification and quality review of company secretarial and governance documents in the new system.

• Review statutory records, entity information, registers, board and shareholder documentation for accuracy, completeness and consistency.

• Identify gaps, inconsistencies and potential governance risks, maintaining clear issue trackers and recommended next steps.

• Liaise confidently with internal stakeholders, external legal advisers and service providers to obtain outstanding documents and clarify requirements.

• Support remediation of company records, including resolving missing information and improving document naming, structure and control.

• Provide structured progress updates, highlighting blockers, priorities and areas requiring escalation.

• Maintain company secretarial records accurately, securely and confidentially, in line with governance expectations and data handling requirements.

Individual Profile

• Excellent organisational skills

• Accuracy and attention to detail are key requirements

• Ability to work proactively and independently

• Confident working with senior stakeholders

• Clear written and spoken communication skills

• Willing to work 4 days in the office

• Practical company secretarial experience, ideally supporting entity management, statutory records, filings or governance administration.

• Good understanding of corporate records, statutory registers, board or shareholder documentation and the importance of strong governance controls.

• Able to review large volumes of documents and data, identify gaps, spot inconsistencies and follow through to resolution.

• Confident working with legal, finance, HR or external adviser stakeholders and able to communicate clearly on outstanding actions.

• Strong Microsoft Office skills, particularly Excel and Word, with the ability to maintain trackers and handle structured data accurately.

• Highly organised, detail-focused and comfortable managing competing priorities with limited supervision.

• Discreet and professional when handling confidential corporate information.

• Proactive and improvement-minded, with the confidence to suggest better ways to organise and maintain governance records.

Our working environment

We are committed to working in the location where we do our best work. As a small and growing company with great offices in great locations, most employees will aim to be in the office 3 days a week and 2 days working from home/ other locations.

Here at EXA, we believe the future includes everyone, we are open to all applications to create an environment and culture that includes one and all. We are a proud global community, that wants to drive diversity of thought though our employees and culture. We want you to come as you and make yourself and EXA successful.

Due to the amount of applications, we may not be able to respond to all applicants. If you do not hear from EXA in 3 weeks after applications, you have been unsuccessful.

All successful applicants will go through background screening.