Overview:

Our client, an independent global asset manager with R3.08 trillion in assets under management, is seeking a Senior Assistant Company Secretary. The Company Secretarial team is responsible for maintaining the corporate governance framework, requiring exceptional organizational skills and attention to detail. The role involves organizing board meetings, minute-taking, statutory filings, and participation in governance projects.

The Governance Officer plays a critical role in maintaining and enhancing corporate governance processes across Ninety One’s multiple jurisdictions. This is a highly demanding position, requiring exceptional organizational skills, attention to detail, and the ability to manage high workloads under tight deadlines. The successful candidate will work with senior executives, external auditors, legal teams, and regulatory bodies, ensuring full compliance with corporate governance requirements.

This role includes direct responsibility for South African CIPC filings, KYC oversight, management of the global entity management platform, and automation of governance processes using technology tools. The ideal candidate will be a self-starter with a strong legal or governance or administrative background, excellent problem-solving abilities, and proficiency in process automation tools.

Responsibilities:

Governance administration & compliance
• Act as the central administrator supporting the Company Secretariat and governance processes across multiple jurisdictions
• Take ownership of governance calendars, meeting schedules, agendas, deliverables schedules, and distribution lists
• Take full responsibility for all CIPC (Companies and Intellectual Property Commission) filings in South Africa, ensuring accurate and timely submissions
• Support the company secretaries in the maintenance and updating of governance process notes
• Oversee all South African KYC enquiries and compliance processes, ensuring compliance with local regulatory requirements, up-to-date and fully compliant documentation, responding to queries in a timely manner, and managing KYC support for the wider business
• Support compliance with global regulatory requirements, corporate policies, and enhance governance processes

Board & committee support
• Schedule, coordinate, and reschedule board, committee, and governance-related meetings across multiple time zones
• Liaise with internal and external stakeholders to ensure smooth meeting logistics
• Prepare and distribute board and committee packs, ensuring accuracy and timely delivery
• Utilize AI-powered tools for automated scheduling and agenda preparation
• Assist with minute-taking and action tracking, leveraging AI transcription and summarization tools where applicable
• Serve as a liaison for directors and senior executives, ensuring governance-related queries are addressed efficiently

Communication and stakeholder management
• Engage with senior executives, directors, external advisors, and relevant regulatory bodies to manage governance-related queries
• Ensure clear, professional, and consistent communication on governance practices across all jurisdictions, including training and support to business teams on the use of company secretariat portals
• Assist in drafting correspondence and governance-related communications
• Serve as the primary liaison for external auditors across multiple jurisdictions, facilitating audit requests

AI & Process Automation
• Lead efforts to automate governance processes using existing technology tools and AI-powered solutions
• Implement AI-driven workflow automation, document management, and reporting tools to streamline governance functions
• Explore and identify opportunities to enhance efficiency and team productivity through AI-powered chatbots, automation, and digital assistants
• Provide training and support to the governance team on new technology solutions

Process and systems management
• Manage the global entity management platform, ensuring accurate governance data across jurisdictions
• Maintain corporate records, statutory filings, and entity management processes across defined jurisdictions
• Maintain corporate governance systems, databases, and regulatory platforms to ensure compliance across all jurisdictions
• Support the continuous improvement of governance policies, procedures, and controls
• Ensure compliance with internal policies and regulatory requirements

Requirements:

• Law degree (preferred) or equivalent qualification in governance, business administration, or a related field
• Extensive experience as an administrator supporting a global governance or legal team
• Strong knowledge of corporate governance, compliance, and regulatory frameworks across multiple jurisdictions
• Experience handling CIPC filings in South Africa and an understanding of South African company law requirements
• Experience managing KYC processes and regulatory compliance requirements.
• Proficiency in entity management platforms and board portal software (e.g., Diligent, GEMS, or similar tools)
• Experience working with audit teams and regulatory bodies to ensure compliance with corporate governance obligations

Attributes:

• The ability to build and maintain meaningful relationships
• The ability to ‘approach and own’ and continuously look for opportunities to develop
• A strong belief in doing the right thing
• Driven by results
• Ability to analyse, interpret and assimilate information
• A curiosity about technology and its potential to drive innovation