Assistant Company Secretary

2 days ago

Cape Town, South Africa Cape Union Mart Full time

An opportunity has become available for an organised, diligent and effective Assistant Company Secretary who will assist and support the statutory, administrative and governance requirements of the group of companies and trusts, in line with the company’s overall strategy and objectives. The role is based at the Head Office in Cape Town.

**Purpose of the role**:
To assist the Group Company Secretary to manage compliance with relevant statutory and regulatory requirements (e.g., Companies Act) and best practice corporate governance frameworks (e.g., King IV). The role encompasses facilitating and co-ordinating board and executive committee meetings, flagging governance risks and advising relevant business units and committees on legislative compliance and corporate governance principles.

**Key Duties and Responsibilities**:

- Oversee Corporate statutory administration
- Maintenance of all company secretarial records and registers
- Draft resolutions and lodge required documents and annual returns with the Companies and Intellectual Property Commission (CIPC)
- Assist the Group Company Secretary in respect of company secretarial and other services as required by the Companies Act
- Maintenance of the filing system (paper and digital)
- Prepare agendas and meeting packs for all meetings ensuring quality control of all reports submitted
- Take and prepare draft minutes for circulation
- Convey communication in relation to board decisions to relevant stakeholders and prepare and circulate any resolutions related to the decisions
- Follow up on action points from the meetings for executives
- Maintain all legal requirements in terms of banking, including maintaining signatory database and all banking documentation
- Company Credit Card Management - issuing of new cards, cancellations, reviewing limits and liaising with the bank and cardholders
- Take responsibility for administration and management of the Financial Intelligence Centre Act (FICA) process and ensure all documentation is up-to-date
- Broad-Based Black Economic Empowerment (B-BBEE / BEE) Scorecard
- Manage the database of BEE certificates for various companies within the Group
- Collate documents and prepare file for the verification process
- Liaise with consultant prior to verification to ensure that all evidence meets the requirements
- Identify any gaps, risk or issues and the impact of losing points and dropping a level and assist with a strategy to achieve and maintain the required BEE level and monitor the implementation of agreed processes
- Ensure required areas of the business are adequately insured
- Payment of monthly / quarterly insurance premiums
- Submission and follow up on all insurance claims
- Maintain all reports /analysis related to insurance

**Knowledge, Experience & Qualifications Required**
- Relevant Bachelors’ degree (example LLB or B Comm Law) with CIS and/or relevant post-graduate qualification
- Comprehensive practical knowledge and understanding of:

- Companies and Intellectual Property Commission (CIPC) processes
- Corporate Governance and King IV
- Financial Intelligence Centre Act (FICA)
- Broad-Based Black Economic Empowerment (B-BBEE)
- An understanding of the Employment Equity Act and Skills Development Act is preferred
- Practical knowledge of Microsoft Word, Excel, PowerPoint & Outlook
- Practical knowledge of Microsoft SharePoint would be advantageous
- Sound business acumen is required
- A valid driver’s license is preferred

**Job Related Skills & Competencies**
- Strong financial literacy
- Professional relationships and engagement with all levels across the business, including the executive team and board of directors is required
- An excellent communicator, verbal and written, with all relevant stakeholders
- Demonstrate sound decision-making and problem-solving abilities, together with good judgment
- Manage confidential information with utmost discretion at all times
- Results, deadline & solution focused with a strong sense of urgency
- Be flexible, perform under pressure and maintain a positive attitude in all circumstances
- Ability to prioritize and manage your time
- Methodical, detail-orientated & accurate
- Logical and analytical thinking
- Well defined planning, organizing and time management skills with a high attention to detail
- Able to build and maintain influential relationships at various levels and across business functions

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