SUMMARY:
Purpose of the role:
The Company Secretary is responsible for ensuring the organisation complies with statutory and regulatory requirements, implementing sound corporate governance practices and supporting the Board of Directors. This role serves as the principal point of contact between the Board, Shareholders and regulatory bodies, ensuring transparent governance, timely statutory filings and efficient meeting management.
POSITION INFO:
Key Responsibilities:
Compliance
- Ensure compliance with all statutory, legal and regulatory requirements.
- Stay up to date with changes in laws and regulations and implement necessary compliance actions.
- Develop and oversee systems to ensure compliance with codes, regulations and industry standards.
- Monitor and report on HR legal compliance (e.g., Employment Equity filing, WSP, ATR, Mining Charter, MQA submissions, COIDA, BBBEE requirements).
- Ensure all BBBEE certificates and related documentation are valid and up to date.
Corporate Governance- Advise the Board on corporate governance matters.
- Assist with policy development and implementation of best practices.
- Maintain and improve the company’s governance framework.
- Ensure that board procedures are followed, reviewed and updated regularly.
- Manage relationships with shareholders and stakeholders to ensure effective engagement.
- Safeguard and control the company’s official seal.
Meeting Management- Organise and prepare agendas and documentation for Board, Committee and Annual General Meetings (AGMs).
- Draft and circulate Board reports, minutes, annual workplans and meeting calendars.
- Arrange and manage AGMs/EGMs in compliance with legal requirements.
- Ensure timely and accurate distribution of meeting packs and reports.
Administration and Statutory Filings- Maintain statutory books and registers of Members, Directors and Secretaries.
- Prepare and file necessary statutory returns and legal documentation with regulators.
- Oversee distribution of annual reports, accounts and Shareholder communications.
- Handle correspondence and regulatory filings with authorities, ensuring accuracy and timeliness.
- Work according to Integrated (Environmental and Quality) Management System requirements.
- Work according to Instructions / Procedures as pertaining to his/her operation function as assigned and abide by all legal (laws/by-laws) requirements / Company Policies and Practices.
Minimum Requirements:- Chartered Secretary or equivalent professional certification.
- Bachelor’s degree in law, Business Administration, Corporate Governance, or related field (beneficial).
- Minimum of 5–7 years’ experience in a Company Secretary within a corporate environment.
- Strong knowledge of South African corporate law, Companies Act, King IV governance principles, BBBEE, COIDA and related regulatory frameworks.
- Proven experience in statutory filings, board support and governance advisory.
Skills and Competencies- In-depth understanding of corporate governance, compliance and company law.
- Strong organisational and planning skills with attention to detail.
- Excellent drafting, reporting and minute-taking abilities.
- Proficiency in MS Office Suite and governance software/tools.
- High level of integrity, confidentiality and professional ethics.
- Strong analytical, problem-solving and decision-making skills.
Behavioural Attributes- Integrity & Accountability: Upholds highest ethical standards and ensures compliance with governance principles.
- Attention to detail: Accuracy and thoroughness in legal documentation and reporting.
- Communication: Clear, professional and effective written and verbal communication.
- Stakeholder Management: Builds strong relationships with directors, regulators, and shareholders.
- Proactive & Adaptable: Anticipates changes in regulations and responds effectively.
- Confidentiality: Maintains strict confidentiality when handling sensitive information.
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