Corporate Secretary & Governance Process Owner

Role Summary

You sit in every board and committee meeting, make sure each one ends in clear decisions, and build the system that turns those decisions into a single source of truth that does its own follow-up.

You run company secretarial work as a service across the group: the management boards, supervisory boards and board committees of Finom Group, Finom Payments B.V. and other group entities. That comes to about 90 meetings a year (roughly 2 a week, peaking at quarter ends), plus ad hoc meetings and written resolutions. More boards will be added as the group grows.

 
This is a list of your stakeholders and your expectations for each of them:
 
• CEO Finom Group - Group board cycle, decision and action register, follow-up across the group
• CEO Finom Payments B.V. -  Management Board cycle, regulator-ready minutes, follow-up across Finom Payments
• Chairs of the Supervisory Boards - Agenda, packs, minutes and actions for each board, on one standard
• Chairs of the board committees (e.g. risk, audit, remuneration)    Committee calendar, packs, minutes, action tracking, input for the annual evaluation
Each chair is a client. One system, one standard, one register for all of them.

Responsibilities

1. Secretary: be the secretary in the room

• Attend all management board, supervisory board and committee meetings across the group, tracking agenda, quorum, conflicts of interest and decision rights.
• Draft minutes and resolutions to regulator and auditor standard, based on Legal’s mandatory draft.
• Run the annual cycle (calendars, charters, evaluations, entity registers) and prepare DNB, KvK and UBO filings with Legal/Compliance sign-off.
• Own records management and access rights, and build controls with Risk and Internal Audit (audit trail, human sign-off, AI accuracy checks).
• Distribute minutes and decisions to the relevant teams.

2. Organiser: meetings run on time and end in decisions

• Own the annual agenda for each board and committee, and run a prep cadence with presenters.
• Send packs 5 working days ahead, with a pre-meeting brief and a standard board paper template (send back papers that miss the bar).
• Keep one register of decisions and actions (source, owner, due date, status, closure evidence), with automatic follow-up and escalation of overdue items to the chair.
• Benchmark against best practice in regulated banks and listed companies.

3. Builder: build it yourself

• Build the governance part of Finom’s company-wide AI brain with the AI team: meeting capture, minute drafting, action extraction, the register, board packs, reminders and exports.
• Design it so any meeting can run without you, with the chair appointing a stand-in secretary.
• Work hands-on in Notion, Gemini, Granola, Google Workspace, n8n, Langdock, Claude, Slack and email.

Who you are

 

• Discreet (a must): You handle sensitive board, regulator, people and deal topics, and keep information and access rights tightly controlled.
• Delivers: You get every action closed on time by finding out why things stall, helping the owner, and escalating to the chair when needed.
• Direct and honest: You flag conflicts with earlier minuted positions in the moment, and record decisions exactly as they were made.
• Curious builder: You learn new tools and AI on your own, and keep asking until a decision is clear.
• Presence and service mindset: Board members and the regulator trust you from day one, and your success is a board that works well.

Requirements

Audit trail and process discipline. You have run or improved a governance, control or compliance process that was tested by an auditor or regulator, and you can show how the decision trail was kept complete.
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: what an audit trail is, why a regulator reads board minutes, how a two-tier board works, and the difference between executive and non-executive roles (MB and SB)
 
Nice to have

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.
Have used AI and automation to improve processes efficiency
This person can work remotely from Netherlands and must have the right to work in Netherlands.

Hiring Process

• Intro call with our Talent team - 30’
• Intro interview with the hiring managers - 30’
• Test Task
• Interview with CEO Finom Payment + Head of Compliance - 45'
• Final round with the CEO Group and a member of the Supervisory Board chair -45' 
• References and a certificate of conduct (VOG)