Position Available: Senior Company Secretary and Administration Assistant (Contract) in the Financial Industry

Our client, a leading organization in the financial sector, seeks an experienced Senior Company Secretary and Administration Assistant to join their team on a contract basis. This key role will support the Company Secretary in strengthening corporate governance and ensuring compliance with the Companies Act and King IV standards. The successful candidate will help establish and maintain robust governance structures within the Payments Industry Body (PIB), directly contributing to its strategic direction and operational compliance.

Job Purpose

The primary role of this position is to act as a Company Secretarial Administrator, with responsibilities that include minute taking, transcription, and reviewing minutes. This position will ensure that company governance practices align with both national and international best practices. Working closely with the Company Secretary, the incumbent will provide essential support to the PIB, securing stakeholder support and implementing effective governance structures as outlined in the approved PIB design.

Key Responsibilities

As the Senior Company Secretary and Administration Assistant, you will support the Company Secretary in the following areas:

• Advisory Support for Company Councillors: Guide councillors on their roles, responsibilities, and powers, ensuring compliance with relevant laws and the company’s constitution. This includes making councillors aware of any legislative or policy updates that may affect their duties.

• Direct Communication with Key Leaders: Maintain a direct line of communication with the Independent Chairperson and Deputy Chairperson to offer practical, comprehensive governance advice. Emphasis will be placed on supporting independent non-executive councillors and committee chairs.

• Nomination and Induction Process Support: Assist the Nomination and Induction Committee by overseeing the appointment and conflict of interest processes, ensuring the proper induction, orientation, and ongoing training for councillors.

• Central Guidance Resource: Act as a central point of guidance for the Council and councillors on matters of good governance, legislative changes, and policy adjustments.

• Constitution and Meeting Management: Keep the constitutions for Council, Subcommittees, and company structures current. Schedule Council, Council Committee, and Executive Committee meetings, preparing agendas and work plans in coordination with the Chairperson and key executives.

• Efficient Document Distribution: Ensure timely distribution of meeting papers, enabling councillors to prepare adequately and actively participate in discussions.

• Executive Committee Governance: Play a proactive role in governance management for the Executive Committee, ensuring effective coordination and accountability.

• Minute and Report Preparation: Take responsibility for preparing and circulating minutes and feedback reports, ensuring matters arising are tracked and addressed. Minutes must be distributed promptly following the Chairperson’s approval.

• Performance Evaluations: Assist in conducting bi-annual evaluations of the Chairperson, Council, and individual councillors, ensuring high standards of accountability and governance are maintained.

• Governance and Compliance Advice: Provide general governance advice, especially as it pertains to compliance with the company’s Constitution and King IV principles.

Qualifications and Experience

To be successful in this role, you will have:

• A relevant tertiary qualification; a qualification in Company Secretariate is advantageous.
• Minimum of 5 years of experience as a company secretary, with expertise in administration and corporate governance.
• Registration with the Institute of Company Secretaries of Southern Africa (ICSA) will be an added advantage.
• Proficiency in MS Office applications and the ability to work with document management systems.

Key Competencies and Skills

The ideal candidate will demonstrate:

• Integrity and Honesty: Essential for upholding the principles of corporate governance.
• Stakeholder Relations: Skilled in managing stakeholder expectations and maintaining positive relations within the company and with the Council.
• Client Orientation and Customer Focus: A commitment to delivering high-quality support and advice.
• Analytical Ability: A strong problem-solver with an analytical mindset, able to foresee and address governance issues.
• Excellent Management Skills: Proficient in coordinating meetings, managing timelines, and preparing agendas.
• Organizational and Communication Skills: Exceptional organizational abilities and strong communication skills for interacting with Councillors and team members at various levels.
• Ability to Work Under Pressure: Comfortable managing multiple priorities and deadlines in a high-stakes environment.

Why Join Us?

This contract position offers an exciting opportunity to bring your expertise in company secretariat functions and governance to a dynamic and forward-thinking organization within the financial industry. You will play an instrumental role in supporting the PIB’s governance framework, working alongside senior executives and councillors to enhance the organization’s commitment to compliance, transparency, and sound governance practices.

If you are a seasoned Company Secretary with a keen eye for detail, a passion for corporate governance, and a track record of excellence in secretarial administration, we invite you to apply and become a key contributor to our client’s mission of fostering best practices within the payments industry.