Assistant Company Secretary

Our client is looking for an experienced, due-diligent individual to provide corporate secretarial support to our client’s Board and Board Committees and assist its Company Secretary in the execution of their duties.

**Duties and responsibilities**:
**Assist Company Secretary in providing direction to designated committees**
- Highlighting important projects requiring the attention of Trustees and their fiduciary duties and compliance.
- Assist with the compilation of the Board stakeholder engagement plan
- Assist with the formulation of agendas and compiling of pre-reading for board and committee meetings.
- Assist the Board in driving the evaluation process within the work plan in accordance with standard processes.
- Assist in coordinating annual evaluations of committees, by designing and distributing questionnaires and providing reported feedback with recommendations for improvement.
- Inform the committees of changes in legislation and the impact on corporate governance in a timely manner.
- Prepares minutes all committee meetings and properly recorded in accordance with the Act (Companies Act 2008 section 88)
- Supports Company Secretary in preparing records and distributes attendees and minutes of these meetings as soon as possible.
- Effectively tracks action items and ensures these are followed up and implemented raising awareness of non-execution of crucial decisions to the Executive and/or Board committees as appropriate
- Report to the Company Secretary any failures relating to compliance with the Act, or rules of the company
- Assist in coordination and conduct of induction and ongoing training of Trustees; provide a list of minimum training requirements for completion by Trustees.
- Provide the Company Secretary with reported feedback on the operations of the committees, as necessary.

**Assist with reporting and monitor the Fund’s statutory compliance**
- Remains abreast of developments in corporate governance, ensuring that the Executives adhere to the highest governance standards as detailed in King IV.
- Assist the Company Secretary on efficacy of resolutions by assessing the nature of resolutions to be taken in collaboration with relevant stakeholders.
- Assist the Company Secretary with benchmarking the business against other similar organisations to ensure that corporate governance and remuneration of Board members is in line with best practice
- Contribute to the compilation of quarterly reports on governance issues, highlighting potential risks and achievements.
- Proactively engage with Governance and Assurance on legislative issues raised in meetings as well as enquiries and proposals for rule amendments, benefit jurisprudence; check whether similar cases have set precedence.
- Assist with in the recommendations to board charter and terms of reference amendments of board committees annually, according to best practice and legislative changes.

**Provides Designated committees with guidance, support and information as they exercise their duties and responsibilities and conducts general administration for the Fund’s committees**
- Support the committees in accordance with their respective mandates by documenting and reviewing minutes of meetings.
- Manage Committee meetings in accordance with appropriate constitutions and/or terms of reference and prepares the schedule of committee meetings for the year together with the agendas for these meetings in conjunction key executives
- Ensures the proper compilation and timely circulation of Designated Committee papers to enable them to prepare adequately for these meetings
- Liaises with committee members on general secretariat queries and facilitates signatures for round robin resolution.
- Provide legal and governance support and guidance to the Committee Members on their duties, responsibilities and powers
- Proactively provides guidance to the Designated Committees on procedural matters, flagging laws relevant to or affecting the Fund where appropriate
- Ensures an ethics code is in place, approved by relevant Committee structures and ensures these are transparent, well communicated and effectively tracked
- Maintain statutory records of the company, in accordance with stipulated statutory requirements.
- Maintain a resolution register, recording resolutions accurately and tracking resolutions so that there are no duplications/contradictions/conflicts in terms of the nature of resolutions taken; advise the board/committee accordingly.
- Provide a communication link and point of contact between the business and board members on various committee related issues.
- Maintain proper filing and recording of reports and relevant documents in a retrievable system

**Stakeholder management**
- Monitor proper and effective communication processes between committee members.
- Builds a trusted advisor relationship with the Board, Leadership Team and relevant Committees, ensuring they are proactively and effectively advised on governance mat