Assistant Company Secretary (Cape Town CBD) Jobs

About V&A Waterfront

The V&A Waterfront is a 123-hectare mixed-use development in Cape Town. It serves local and international visitors with residential and commercial properties, hotels, retail areas, dining options, leisure, and entertainment facilities. The site features many heritage sites and tourism landmarks, making it unique.

Assistant Company Secretary (Cape Town CBD)

• Job Type: Full Time
• Qualification: Matric
• Experience: 5 years
• Location: Western Cape
• City: Cape Town
• Job Field: Administration / Secretarial

Job Description

The company is a private entity with two shareholders and a Board of Directors with various committees. As Assistant Company Secretary, you will manage, plan, implement, process, and administer all corporate governance and company secretarial matters. This includes coordinating Board and committee functions and liaising between the Board and stakeholders.

You will take initiative in preparing and controlling documents, ensuring accuracy, composing correspondence, gathering information, arranging travel and agendas, preparing and circulating meeting minutes, and meeting deadlines. The role involves high interaction with board members and senior managers. You will also organize data and documents for easy access, storage, and updates.

Key Responsibilities

Corporate Governance

• Ensure good corporate governance for the V&A Waterfront.
• Assist the Company Secretary with all statutory duties under the Companies Act, 2008, for the group and its subsidiaries.
• Help the group comply with the Companies Act, King IV, and other relevant laws, regulations, and guidelines. Update compliance checklists accordingly.
• Prepare governance and compliance documents like Board resolutions, MOIs, AGM agendas, and notices for the group and subsidiaries.
• Handle all corporate governance and secretarial statutory matters, including timely submissions to CIPC such as annual returns and directors’ consent forms.
• Update directors’ financial and directorship interests annually or as needed.
• Regularly update governance documents reviewed by the Board and committees, such as charters, Code of Ethics, and Limits of Authority.
• Oversee the annual review of committee terms of reference.
• Guide directors on their duties, responsibilities, and powers.
• Inform directors about relevant laws affecting the company.
• Report any non-compliance with the Memorandum of Incorporation, company rules, or acts.
• File annual returns as required by law.
• Assist with verification documents and B-BBEE.
• Provide corporate governance advice to the Board, committees, and executives.
• Identify governance and compliance risks or opportunities.
• Work with internal audit to reduce risks.
• Draft Board and company policies when needed.
• Contribute to ESG quarterly reporting.
• Prepare meeting dates and annual workplans for Board and committee meetings, with coordination and communication.
• Ensure proper storage, metrofiling, and archiving of documents, including electronic files.
• Maintain statutory records.

Administering Board and Committee Functions

• Liaise between the Board and stakeholders.
• Attend and take minutes at AGM, Board meetings (including subsidiaries), HRRC, Social Ethics Committee, Property Committee, Audit and Risk Committee meetings as required. Distribute minutes promptly.
• Compile and distribute notices, agendas, and board packs for the group and subsidiaries, in hard copy or via app as needed.
• Coordinate signatures on minutes, resolutions, and other documents.
• Provide extracts from meeting minutes when requested.
• Assist the Board and committee chairpersons with tasks for smooth meetings and Board effectiveness, such as annual plans.
• Coordinate Board evaluation processes and other required tasks.
• Ensure minutes of shareholders’ meetings, Board meetings, and committee meetings are recorded properly per the Act.
• Send annual financial statements to entitled persons as per the Act.
• Make travel arrangements as needed.
• Respond to queries on FICA, SARS, and B-BBEE verification.
• Liaise with external auditors on statutory records.
• Handle director fees and approve invoices.
• Assist with inducting new Board members.
• Maintain up-to-date structure charts, schedules, and contacts for the group.
• Identify potential Board consultants, manage shortlisting, and appointments.
• Serve as point of contact between the Board and external consultants.
• Handle XBRL conversions and submissions to CIPC.
• Arrange couriers for company secretarial documents.
• Identify best practices to improve processes and implement plans for better organization.

Financial Management

• Manage the Company Secretarial budget with delegated authority.
• Plan, present, and manage the Board of Directors budget for sign-off.

Educational Requirements

• Required: CIS Qualification
• Advantageous: Member of IODSA

Knowledge Requirements

• Understanding of the Company Secretarial function
• Legislative matters (including Companies Act, King IV code)
• B-BBEE
• Corporate policies and procedures

Skills Requirements

• Tactical reasoning
• Impact and influence
• Leadership
• Negotiation
• Emotional intelligence
• Conflict resolution
• Networking and collaboration
• Logical reasoning
• Problem solving
• Numerical reasoning
• Understanding of financial matters
• Verbal and written communication
• Multitasking
• Investigation
• Technologically savvy
• Experience in Company Secretarial software
• Microsoft Office suite experience

Experience Requirements

• 5+ years’ experience in corporate governance and company secretarial environment
• PA skills and experience would be advantageous

Method of Application

Interested and qualified candidates should apply through the V&A Waterfront careers portal.

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