Job Description

The Junior Company Secretary will provide hands-on company secretarial and governance administration support across a multi-entity group (including SPVs), ensuring

statutory compliance

,

accurate corporate records

, and

high-quality board and committee support

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

Requirements

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Job Responsibilities

Board & Committee Support (end-to-end)

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.

Statutory & Regulatory Compliance (Companies Act / governance requirements)

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.

Corporate Records & Registers Management (high accuracy)

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.

Resolutions, Approvals & Document Preparation

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).

Governance Projects & Framework Support

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).

Stakeholder Coordination & Professional Communication

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).

Deliverables / Outputs

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.

Required Skills & Competencies

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.

Minimum Requirements

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

Advantageous Experience

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