Assistant Company Secretary and Group Governance Officer Job 2024

ROLE PURPOSE:
The successful incumbent will assist with meeting the overall company secretarial, administrative and governance responsibilities of the Company Secretary & Group Governance Officer
SPECIFIC OUTCOMES / ACCOUNTABILITY:

• Board / Committee Meetings
• Maintain year planner and ensure effective scheduling of meetings in Outlook
• Collate reports and submissions for various Board and Committee meetings and be responsible for the compilation and distribution of packs for these meetings
• Manage the operational details in respect of meetings, including connectivity of participants, refreshments and attendance of guests.
• Draft agendas, in consultation with Company Secretary and Chairmen, and liaise with Directors / Committee members as appropriate.
• Provide input into Board / Committee meeting agendas and meeting packs to ensure compliance with statutory and corporate governance prerequisites.
• Attend meetings and take accurate and professional minutes.
• Assist with drafting governance and administration related reports to Board and Committee meetings.
• Act as appointed company secretary to certain South African subsidiaries.
• Statutory and secretarial records – Check and maintain all company secretarial records of South African Companies (manual and electronic) and with CIPC.       Maintain the Group’s statutory database for South African and offshore companies.
• Ensure that all companies comply with the Companies Act, governance principles, various applicable legislation.
• Manage and take responsibility for complex administrative processes around director affairs such as fee payments, interest declarations and travel arrangements.
• Provide advice and guidance on the Companies Act, King IV and related legislation.
• Assist Company Secretary in ensuring that corporate governance best practices are adopted by the company.
• Draft Charters, Terms of Reference, work plans and policy documents on governance and corporate legal matters for review.
• Engage with statutory and professional stakeholders as required e.g. JSE, CIPC, IOD.
• Ensure the effective administration of the Group’s respective medium and long term bonus schemes (both equity and cash settled).
• Coordinate the compilation and review of the Group’s integrated report and managing the processes ancillary to this production and distribution of this report.
• Assist with the effective financial management of the Group’s secretariat, including budgeting, remittance to service providers and suppliers and financial disciplines/cost effectiveness.
• Manage the effective implementation of the Group’s annual Ethics Management Programme, taking particular responsibility for the administration of the Tip-offs hotline and reports from it to the relevant committees, as well quarterly report summaries to respective REOs.
• Stakeholder engagement.

QUALIFICATION & EXPERIENCE:

• Minimum of three years’ experience in assistant company secretary role
• Minimum of three years’ experience in excellent minute-taking
• Good communication skills (verbal and written)
• Proven in depth knowledge and understanding of corporate law and local/international corporate governance codes
• Excellent MS Word and MS Excel skills
• CIS qualification or legal / commercial degree a must
• Copy editing and report writing skills
• Knowledge of JSE Listings will be advantageous

ASPEN COMPETENCIES:

• Action with integrity
• Communicate effectively
• Performance driven
• Make good decisions
• Accountability/ownership
• Teamwork and diversity
• Passion for Aspen
• Grow and develop