Assistant Company Secretary

The following job objectives relevant to this job:

 Corporate Governance

 Ensuring good corporate governance for the V&A
Assist the Company Secretary in fulfilling all the statutory duties of a Company Secretary as outlined in the Companies Act, 2008, for the Group and its subsidiary
Ensure that the Group complies with the Companies Act and King IV (and any other relevant legislation regulations and guidelines) and update the Group’s compliance checklists in this regard
Prepare all necessary governance and compliance documentation, such as Board Resolutions, MOIs, AGM, Agendas, Notices etc., for the Group and its subsidiaries
Attend to all corporate governance and company secretarial statutory matters for the Group, including the timely preparation and submission of statutory documents to CIPC, such as annual returns, registration of new companies, directors’ consent forms, etc.
Prepare and ensure that directors’ financial and directorships interests are updated annually and as may be required
Update governance documents regularly reviewed by the Board and Board Committees, such Board and Board Committee charters, Code of Ethics, Limits of Authority and Approval Framework, etc.
 Oversee the annual review of the Committee Terms of References
Assist in providing the directors collectively and individually with guidance as to their duties, responsibilities and powers
Assist in making the directors aware of any laws relevant to or affecting the Company
 Report to the directors any failure on the part of the Company or a director to comply with the Memorandum of Incorporation or rules of the Company or the Acts
File annual returns of the Company in the manner and form prescribed in the Acts
Assist with verification documentation and B-BBEE
Assist in providing Corporate Governance advice to the Board, Board Committees and Executive
Assist in identifying possible governance and compliance risks or development opportunities for the business
 Collaborate with internal Audit to mitigate governance and compliance risks
Assist in drafting Board and Company policies where necessary
 Input on ESG Quarterly Reporting.
Prepare meeting dates and annual workplan for Board and Committee meetings with communication and co-ordination on respect thereof   
Ensure proper storage of documentation (including electronically), metrofiling and archiving
Maintaining statutory records

   Administering the functions of the Board and its Committees

 Liaison between the Board and other stakeholders
 Attend and take minutes at AGM, Board meetings (including subsidiaries’ Board meetings), HRRC, Social
Ethics Committee, Property Committee Audit and Risk Committee meetings (as required) and ensure timeous distribution thereof
Coordinate the compilation and timely distribution of the Notices, Agendas and Board and Committee packs, for the Group and its subsidiaries. Both in hard copy and on the relevant App as may be required
 Liaising with relevant parties on timeous signature of Minutes, resolutions and other documentation
Provide extracts of meeting minutes as required
Assist the Chairperson of the Board and Chairperson of the Board Committees with all such necessary tasks to ensure the smooth running of Board meetings and effectiveness of the Board, such as Annual Board / Board Committee Plans
Coordinating the Board evaluation process and other tasks and processes as require
 Ensure that the minutes of all shareholders’ meetings, board meetings and the meetings of any Committee of the Board are properly recorded in accordance with the Act.
Ensure that a copy of the Company’s annual financial statements is sent, in accordance with the Act, to every person who is entitled to it
Making travel arrangements as required
Respond to general queries regarding FICA, SARS, B-BBEE Verification.
Liaise with External Auditors regarding statutory records
Attending to Director Fees and approval of invoices
Assist with the induction of new Board Members
Maintaining up to date structure charts, schedules and contacts for the group
Identify potential Board Consultants and manage shortlisting and appointment process
Point of contact / liaison between the board and any external consultants
XBRL conversions and submission to CIPC
Arranging courier for company secretarial documents
Assist with identifying organizational best practices to drive continuous improvement in processes, procedures and develop and implement plans, practices and processes to better achieve organization

Financial Management

Responsible for managing the Company Secretarial budget (delegative authority)
 Plan, present and manage the Board of Directors budget in collaboration with the for sign-off

Educational requirements relevant to this job:

Required: CIS Qualification
Advantageous: Member of IODSA

 Experience requirements relevant to this job:

5+ Years’ Experience (PQE) in the corporate governance and company secretarial environment.
PA skills and experience would be advantageous

Apply via company website ( ) or

t.mcidirecthire.com