Assistant Company Secretary

Overview To take responsibility for and ensure efficient and effective secretarial and administrative support to the Deputy Company Secretary, Governance and Communications teams for maximum output in the delivery of quality business aligned services by the Company Secretariat and Governance Team, including facilitating and acting as an intermediary between the Company Secretariat / Governance Team and internal / external stakeholders including non-executive directors on all administrative and logistical matters. To undertake substantive company secretarial work including preparation of first drafts for the Deputy Company, documenting and taking responsibility for workflow of company secretarial matters generally through the electronic file management system (FMS). To take responsibility for and manage allocated matters from inception to resolution under supervision from the Deputy Company Secretary. Preparing and managing efficient and accurate reporting. Key Performance Areas Attend to various administrative duties as required, including processing of expense claims, stationery orders (board-specific and general), filing, etc. Assist the Deputy Company Secretary with secretarial and compliance-related duties including but not limited to statutory filing, maintenance of statutory records (electronic and hard copy), statutory/ secretarial queries, copy document requests, etc. Assist the Company Secretary and Deputy Company Secretary with administration requirements for the integrated reporting process, including maintaining the distribution database/ contact list and the distribution of reports. Efficient co-ordination of meeting rooms and MS Teams requirements for departmental meetings (internal and external), whilst maintaining the highest degree of confidentiality. Attend to the printing, binding and distribution of Aspen Board and Committee packs. Coordinate the requirements for all Board and Committee meetings, as well as arranging lunches, MS Teams meetings, etc. Collaborating with the Holdings Travel Desk to arrange travel (local and international) for non-executive directors. Processing of requisitions and purchase orders for all invoices for the Company Secretariat team and checking actual expenditure to budget. Ensure an efficient system is in place to record and track the process of requisitions (generate, submit for signature, ensure returned with signature and submit for payment). Handle all supplier/service provider queries and respond timeously, under the guidance of the Deputy Company Secretary. Attend to/ redirect company secretarial and communications queries appropriately, as and when necessary. Attend to any other team-related administrative tasks for the Company Secretariat as requested by the Company Secretary from time to time. Education Matric / Grade 12 and recognized professional paralegal qualification, or university degree or sound progress towards a university degree, which is preferable Certifications/Registrations National diploma Chartered Institute of Secretaries (CIS I / CIS II) or equivalent qualification an advantage Overall Experience 3 to 5 years’ Legal Secretarial; Administrative and Coordination experience Skills and Attributes Verbal and written proficiency in English Effective administrative, project management and organisational skills Ability to juggle multiple tasks with accuracy Ability to communicate with senior level executives / directors (local & international) Diligent (or equivalent) platform administrator skills Essential to have expertise in Microsoft Office, particularly advanced MS Word including document security & protection, etc.; digital signatures, advanced Excel such as formatting, headings, filters, linking between sheets and workbooks, conversions, etc.; and advanced PowerPoint Electronic database establishment and management Ability to decide, action and assess priorities within area of responsibility, and when to execute Methodical implementation skills Co-ordination / monitoring of deliverables and trackers High attention to detail High levels of initiative and accountability Stakeholder focus and Outcomes-based Self-motivated Actions items allocated to completion High level of integrity, ethical values and confidentiality Aspen Competencies Business Performance driven: able to operate with a high level of energy, whilst remaining focused on the required outcomes. A ‘can do attitude’ Makes good decisions: solutions orientated, innovative, agile and proactive Accountability and Ownership: accepts responsibility, own decisions and achieve results despite adverse conditions People Communicates effectively: clear and transparent communication leads to clear understanding Self Takes action with integrity: Aspen employees must internalise the principles of the Aspen Code of Conduct and demonstrate integrity, fairness, accountability, respect, transparency and sincerity Continuously grows and develops: staying competitive means continually increasing knowledge, skills and capabilities Aspen is committed to the principles of equal employment opportunity. Preference will be given to applicants from designated groups through a fair recruitment and selection process in line with Aspen’s Transformation Agenda. Internal Applicants must inform their direct line managers of their application. Applications must be completed using an Aspen email address. If you have not heard from the HC department within 30 days of this advert closing, please consider your application unsuccessful. #HK #J-18808-Ljbffr