Governance Process Owner & Corporate Secretary

Overview

This role provides company secretarial services across the organization and group entities, supporting management boards, supervisory boards, and board committees. The position coordinates board and committee meetings, ensures clear decisions are captured, and builds the system and controls that turn decisions into a single source of truth with effective follow-up.

Responsibilities

Secretary: be the secretary in the room

• Attend all management board, supervisory board, and committee meetings across the group.
• Track agenda, quorum, conflicts of interest, and decision rights.
• Draft minutes and resolutions to regulator and auditor standards, based on Legal’s mandatory draft.
• Run the annual cycle (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 (audit trail, human sign-off, AI accuracy checks).
• Distribute minutes and decisions to the relevant teams.

Organiser: meetings run on time and end in decisions

• Own the annual agenda for each board and committee and manage a preparation cadence with presenters.
• Send meeting packs 5 working days ahead, including a pre-meeting brief and a standard board paper template.
• Maintain a single register of decisions and actions (source, owner, due date, status, closure evidence) with automatic follow-up.
• Escalate overdue items to the chair.
• Benchmark processes against best practice in regulated banks and listed companies.

Builder: build it yourself

• Build the governance component of the organization’s AI capabilities with the AI team, including meeting capture, minute drafting, action extraction, the register, board packs, reminders, and exports.
• Design workflows so meetings can run without you, with the chair appointing a stand-in secretary.
• Work hands-on using tools including 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, with clear evidence that the decision trail was kept complete.
• Discretion: Proven discretion handling board-level, regulatory, or people-sensitive information, confirmed through references.
• Experience: At least 3 to 8 years in a board office, company secretariat, governance operations team, or corporate law practice, including experience at a bank, insurer, licensed fintech, law firm, or listed company.
• Knowledge of Dutch BV/NV and European bank-grade governance:
  • What an audit trail is and why a regulator reads board minutes
  • How a two-tier board works
  • The difference between executive and non-executive roles (MB and SB)

Preferred Qualifications

• A law degree or company secretarial qualification (CGI), or studying for one.
• Experience with a board portal (e.g. Diligent).
• Experience working under DNB, the ECB, or another EU supervisor, or in a listed company.
• Experience using AI and automation to improve process efficiency.

Compensation & Benefits

• Not specified in the provided job description.

Location

• Must have the right to work in Spain.
• This person can work remotely from Spain.

Hiring Process

• Intro call with the Talent team – 30 minutes
• Intro interview with the hiring managers – 30 minutes
• Test task
• Interview with CEO Payment + Head of Compliance – 45 minutes
• Final round with the CEO Group and a member of the Supervisory Board chair – 45 minutes
• References and a certificate of conduct (VOG)