Corporate Secretary – Governance Process Owner
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Job Description
Corporate Secretary managing board meetings, minutes, filings and governance systems for Finom, a European financial platform serving small businesses and freelancers.
Responsibilities:
- Attend management board, supervisory board and committee meetings across the group
- Track agendas, quorum, conflicts of interest and decision rights
- Draft minutes and resolutions to regulator and auditor standards
- Run annual board and committee cycles, including calendars, charters, evaluations and entity registers
- Prepare DNB, KvK and UBO filings with Legal/Compliance sign-off
- Own records management and access rights
- Build controls with Risk and Internal Audit, including audit trails, human sign-off and AI accuracy checks
- Distribute minutes and decisions to relevant teams
- Own annual agendas and preparation cadence for boards and committees
- Send meeting packs five working days in advance and prepare pre-meeting briefs
- Maintain a decision and action register with owners, due dates, status and closure evidence
- Automate follow-up and escalate overdue items to chairs
- Benchmark governance practices against regulated banks and listed companies
- Build the governance component of Finom’s company-wide AI system with the AI team
- Develop meeting capture, minute drafting, action extraction, registers, board packs, reminders and exports
- Design processes enabling meetings to run without the secretary through chair-appointed stand-ins
- Work hands-on with Notion, Gemini, Granola, Google Workspace, n8n, Langdock, Claude, Slack and email
Requirements:
- Audit trail and process discipline; experience running or improving a governance, control or compliance process tested by an auditor or regulator
- Proven discretion with board-level, regulatory or people-sensitive information, confirmed through references
- At least 3 to 8 years in a board office, company secretariat, governance operations team or corporate law practice at a bank, insurer, licensed fintech, law firm or listed company
- Working knowledge of Dutch BV/NV and European bank-grade governance
- Understanding of audit trails and why regulators read board minutes
- Understanding of two-tier boards and the difference between executive and non-executive roles (MB and SB)
- Right to work in Spain
- Law degree or company secretarial qualification (CGI), or studying for one (nice to have)
- Experience with a board portal such as Diligent (nice to have)
- Experience under DNB, the ECB or another EU supervisor, or in a listed company (nice to have)
- Experience using AI and automation to improve process efficiency (nice to have)
Benefits:
- Remote work from Spain
- Certificate of conduct (VOG) as part of the hiring process
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