Assistant Company Secretary

Our client is looking for an experienced, due-diligent individual to provide corporate secretarial support to our client’s Board and Board Committees and assist its Company Secretary in the execution of their duties.

Duties and responsibilities:

Assist Company Secretary in providing direction to designated committees

• Highlighting important projects requiring the attention of Trustees and their fiduciary duties and compliance.
• Assist with the compilation of the Board stakeholder engagement plan
• Assist with the formulation of agendas and compiling of pre-reading for board and committee meetings.
• Assist the Board in driving the evaluation process within the work plan in accordance with standard processes.
• Assist in coordinating annual evaluations of committees, by designing and distributing questionnaires and providing reported feedback with recommendations for improvement.
• Inform the committees of changes in legislation and the impact on corporate governance in a timely manner.
• Prepares minutes all committee meetings and properly recorded in accordance with the Act (Companies Act 2008 section 88)
• Supports Company Secretary in preparing records and distributes attendees and minutes of these meetings as soon as possible.
• Effectively tracks action items and ensures these are followed up and implemented raising awareness of non-execution of crucial decisions to the Executive and/or Board committees as appropriate
• Report to the Company Secretary any failures relating to compliance with the Act, or rules of the company
• Assist in coordination and conduct of induction and ongoing training of Trustees; provide a list of minimum training requirements for completion by Trustees.
• Provide the Company Secretary with reported feedback on the operations of the committees, as necessary.

Assist with reporting and monitor the Fund’s statutory compliance

• Remains abreast of developments in corporate governance, ensuring that the Executives adhere to the highest governance standards as detailed in King IV.
• Assist the Company Secretary on efficacy of resolutions by assessing the nature of resolutions to be taken in collaboration with relevant stakeholders.
• Assist the Company Secretary with benchmarking the business against other similar organisations to ensure that corporate governance and remuneration of Board members is in line with best practice
• Contribute to the compilation of quarterly reports on governance issues, highlighting potential risks and achievements.
• Proactively engage with Governance and Assurance on legislative issues raised in meetings as well as enquiries and proposals for rule amendments, benefit jurisprudence; check whether similar cases have set precedence.
• Assist with in the recommendations to board charter and terms of reference amendments of board committees annually, according to best practice and legislative changes.

Provides Designated committees with guidance, support and information as they exercise their duties and responsibilities and conducts general administration for the Fund’s committees

• Support the committees in accordance with their respective mandates by documenting and reviewing minutes of meetings.
• Manage Committee meetings in accordance with appropriate constitutions and/or terms of reference and prepares the schedule of committee meetings for the year together with the agendas for these meetings in conjunction key executives
• Ensures the proper compilation and timely circulation of Designated Committee papers to enable them to prepare adequately for these meetings
• Liaises with committee members on general secretariat queries and facilitates signatures for round robin resolution.
• Provide legal and governance support and guidance to the Committee Members on their duties, responsibilities and powers
• Proactively provides guidance to the Designated Committees on procedural matters, flagging laws relevant to or affecting the Fund where appropriate
• Ensures an ethics code is in place, approved by relevant Committee structures and ensures these are transparent, well communicated and effectively tracked
• Maintain statutory records of the company, in accordance with stipulated statutory requirements.
• Maintain a resolution register, recording resolutions accurately and tracking resolutions so that there are no duplications/contradictions/conflicts in terms of the nature of resolutions taken; advise the board/committee accordingly.
• Provide a communication link and point of contact between the business and board members on various committee related issues.
• Maintain proper filing and recording of reports and relevant documents in a retrievable system

Stakeholder management

• Monitor proper and effective communication processes between committee members.
• Builds a trusted advisor relationship with the Board, Leadership Team and relevant Committees, ensuring they are proactively and effectively advised on governance matters, risks and issues
• Ensures that all regulatory, legal, compliance and change requirements are planned, communicated and fully understood by all executives and members of staff when implemented, and that where appropriate, effective levels of support are available from internal/external providers

REQUIRED MINIMUM WORK EXPERIENCE AND QUALIFICATIONS

• Relevant Bachelor degree
• Registered with professional bodies - where applicable.
• At least 5 years job related experience
• Knowledge of company secretarial function
• Knowledge of appropriate legislation and mandates
• Knowledge of governance and regulatory frameworks

Should you meet the above requirements, please upload your CV to our website [CVS VIA EMAIL WILL NOT BE CONSIDERED]

All suitably qualified candidates are encouraged to apply and will be considered. Our client applies the principles of employment equity as per National legislation and policy guidelines and will consider designated groups in line with these requirements.

Shortlisted candidates will be required to go through background screening and assessments.