Junior Company Secretary (Assistant to the Company Secretary / Governance Office

The role is designed to reduce key-person dependency by maintaining a reliable governance engine: registers, filings, packs, minutes, resolutions, and governance trackers

Requirements

Job Responsibilities

• Coordinate board/committee calendars, agendas, meeting logistics, and attendance confirmations.
• Prepare and circulate board/committee packs (compile, paginate, quality-check, version control).
• Draft first versions of agendas, cover notes, attendance registers, and action trackers.
• Take minutes (or support minute-taking) and produce accurate draft minutes for review.
• Track matters arising and action items; follow up with owners and maintain closure evidence.

• Prepare and submit CIPC filings (director changes, registered address updates, annual returns, beneficial ownership-related updates where applicable).
• Maintain statutory compliance calendars and reminders (annual returns, AGM requirements, director appointments/rotations, registers updates, filing deadlines).
• Maintain and update corporate governance records in line with internal policies and best practice.

• Maintain and reconcile:
• Directors’ registers and appointments/resignations documentation
• Share registers (including movements, issuances/transfers, classes)
• Resolutions registers (board/shareholder/committee)
• Securities registers where applicable (e.g., preference shares / instruments)
• Beneficial ownership and KYC packs (as required internally/external)
• Ensure clean audit trails: signed copies, consistent naming conventions, and secure filing.

• Draft and format standard resolutions (board/shareholder/round robin) and supporting annexures.
• Prepare signature packs for execution (DocuSign workflows, signing order, signing instructions).
• Assist with document comparison and review support (tracked changes, mark-ups, version diffs).
• Maintain a master approvals tracker (who approved what, when, evidence location).

• Assist with governance documentation upkeep: charters, terms of reference, policies, DoA matrices, and templates.
• Support board induction logistics and packs (director bios, governance handbook, onboarding checklist).
• Support board/committee evaluation processes (coordination, consolidation, reporting support).

• Liaise with directors/executives and their EAs for scheduling and pack distribution.
• Liaise with external company secretarial agents, auditors, legal counsel, and regulators where needed.
• Draft professional emails/letters and meeting communications (confident, friendly, clear).

• Packs sent on time, clean, correctly paginated and version controlled.
• Draft minutes produced quickly and accurately with clear decisions/actions.
• Registers always up to date; resolutions logged immediately after signature.
• CIPC filings submitted correctly and proof saved in the right place.
• A governance tracker that shows real-time status across entities and meetings.

• Extreme attention to detail (names, dates, entity numbers, signatories, consistency).
• Strong admin discipline: version control, filing hygiene, checklists, trackers.
• Ability to manage multiple deadlines across many entities without dropping balls.
• Clear business writing and confident stakeholder follow-up.
• Discretion, integrity, and comfort handling confidential board materials.
• A practical understanding of governance principles and statutory compliance.

• Diploma/Degree in Law, Governance, Business Administration, or similar.
• Studying toward or willing to pursue CGISA / Chartered Governance pathway preferred.
• 1–3 years’ experience in company secretarial / legal admin / governance support

• Group structures with multiple subsidiaries/SPVs.
• Exposure to shareholder admin, share registers, and reserved matters approvals.
• Board/committee exposure (packs, minutes, actions tracking).
• Familiarity with South African governance environment (Companies Act basics; King principles as a plus).

Competencies

Leadership Capabilities:

• Participative Leadership
• Planning and Organizing
• Monitoring and Measuring

Cognitive Capabilities:

• Analysis and Attention to detail
• Problem Solving
• Critical thinking

Interpersonal Capabilities:

• Assertive
• Methodical
• Drive and Action Oriented
• Flexibility
• Excellence and Quality Orientation