Advisor Company Secretary Office

The Company Secretary Office has an advisory, supporting and enabling role for the highest corporate bodies - the Management Board (MB), Supervisory Board (SB) and its committees (Remuneration, Selection & Appointment and Audit & Risk) - and the General Meeting of Shareholders. You initiate, coordinate and monitor decision-making processes, and that the various agendas and topics are planned and managed adequately.
You also contribute to improving governance processes by simplifying these processes and advancing further digitalisation, working in coordination with other decision-making bodies.

These responsibilities are complemented by an advisory component. You draft and review papers and advise on decision-making, conduct (legal) research and monitor compliance with statutory and internal governance regulations. In short: a versatile role that gives you the opportunity to observe board-level decision-making and the role of the various corporate bodies up close, and to develop your governance and organisational capabilities from there.

You adapt quickly to new environments and situations. You are proactive and combine focus, courage and drive for execution to deliver results in a fast-changing organisation. You are highly principled and discreet. Your approach is structured and you are organisationally strong. Your organisational sensitivity gives you a feel for political dynamics and you are collaborative by nature. You work at and with all levels of the organisation and move easily between its different layers, never positioning yourself above others. You are genuinely sociable and invest in the relationships and informal contacts - at every level - that you need to do your work well.
Above all, you take genuine pride in a supporting role. You understand that enabling others to do their best work — and ensuring the highest governance processes run smoothly behind the scenes — is not a secondary ambition but the core of this position. You thrive in a role where your contribution is foundational rather than front-facing. In addition:

• A completed bachelor’s or master’s degree (HBO or WO Rechten) with a legal or governance focus;
• Strong analytical skills and the ability to switch between substantive governance questions and operational processes;
• Accuracy and affinity with governance processes;
• Excellent command of the English language, both written and spoken;
• Good command of the Dutch language, both written and spoken — this is a requirement for this role;
• Affinity with systems and tools (such as iBabs, SharePoint); willingness to actively improve work processes;
• You are resilient under pressure and have strong improvisation skills.

This key position handles a range of responsibilities. 

Decision-making & agenda management

• Initiating, executing and coordinating decision-making processes, and contributing to the development of strategies in this area;
• Preparing draft agendas for MB and SB meetings, including accompanying heads-up communications to board members and their teams;
• Coordinating and managing the written update process: collecting and consolidating business updates from directors ahead of each meeting;
• Supporting the preparation of MB, SB, SB Committee and General Meeting of Shareholders meetings as part of the team.

Governance documentation & process management

• Contributing to the development and updating of relevant corporate governance documents, including workflows, regulations and procedures;
• Maintaining and updating the governance document framework: identifying revision needs, initiating updates and ensuring timely approval of foundational documents
• Overall monitoring and coordination to ensure all relevant aspects of corporate governance are secured and up to date, including the corporate archive and meeting schedules;
• Owning the department’s In Control process and ensuring all related documentation meets statutory and internal requirements;
• Maintaining and continuously improving the CSO Handbook: documenting, keeping current and enhancing all CSO work processes. 

Onboarding & member transitions

• Organising and coordinating the onboarding programme for new MB and SB members, ensuring a structured and substantive introduction;
• Managing the administrative and procedural steps related to the appointment and departure of MB and SB members.

Planning & logistics

• Owning the corporate calendar process: coordinating, drafting and finalising the annual governance calendar in alignment with all stakeholders;
• Preparing and coordinating Multidays off-site meetings for the SB.

Tools & systems

• Managing and administering iBabs (board portal): keeping the system and governance documentation current and acting as the primary point of contact for functional issues;
• Managing the MS Smartlist Agenda process: maintaining and updating the overview of authorisations and signing authorities;
• Documenting and continuously improving CSO work processes.

Communication & stakeholder management

• Answering, handling and advising on individual questions and requests from internal and external stakeholders;
• Managing and keeping current the governance section of Eneco’s corporate website, including the inventory of ancillary positions held by MB and SB members;
• Maintaining trusted relationships across all levels of the organisation, including with the (ultimate) Shareholder(s), SB and MB;
• Working closely with the personal and executive assistants (PA's) of MB and SB members, ensuring smooth day-to-day coordination, information flow and a strong working partnership across teams.

We have a very small, efficient, and collegial team, led by the Company Secretary, and including an Advisor and a Management Assistant. Within our team, we foster an environment of continuous improvement and actively seek out collaboration. We take pride in our achievements and view our failures as opportunities for learning and growth. Our synergy and shared dedication make us a strong and effective unit.

You will work in a beautiful, modern and light building, in a location that is excellently accessible: a 2-minute walk from Rotterdam Alexander metro and train station.