Assistant Company Secretary

2 weeks ago

Melbourne City Centre, Australia Guild Group Full time

Job Number:

- 493391

Work type:

- Full Time Permanent

**Location**:

- Melbourne (CBD)

Categories:

- Business Services (Legal Support)

As Guild Groups nears our seventh decade, we continue to innovate and challenge the way we do things and as such, there has never been a better time to join us. In fact, we recently put our money where our mouth is and created a way of working program that empowers you to work in a way that is contemporary and enabling

We have created a new opportunity for an Assistant Company Secretary to join us at our Melbourne head office. The role will assist the Company Secretary in delivering a range of company secretarial services to the Guild Group Holdings Limited (GGHL) Board, subsidiaries and Committees. Assisting the Chief Financial Officer, as required, in the preparation of Board papers and ad hoc administrative duties.

There are two core components to this role:
**Board responsibilities and administration**:

- arranging and setting agendas, coordinating Board meetings, and attendances, and preparing cover pages for board papers including proposed resolutions, when required.
- Compiling and circulating papers to Directors prior to meetings (via the Directors online portal).
- Preparing the first draft of minutes and Matters Arising and maintenance of all training, conflicts, and executed documents.
- Annual accounts/reports:

- Compiling information for Directors’ Reports, Director Attendance Records, Director Bios.
- Facilitating completion of necessary audit documentation and signing of Directors’ reports and Audit Reports.
- Ensuring timely lodgement with ASIC, and other regulatory bodies, as necessary.
- Carry out other duties related to the corporate administration of the Company and establishing a timetable of corporate actions required during the year pursuant to the Corporations Act (CA)
- Assisting the Chief Financial Officer, as required, in the preparation of Board papers and ad hoc project duties.

**Governance & Compliance**
- Ensuring that the company complies with its statutory obligations under any relevant laws and regulations.
- Maintaining registers and ensuring requisite retention of documents and records.
- Ensuring completion of regulatory filings and lodgements on a timely basis under the Corporation Act (CA) and other relevant legislation/regulation, including annual accounts, annual returns and changes in Directors.
- Ensuring adherence to the Company’s constitution.
- Administration and maintenance of Board Portal (Diligent), Electronic Signing (Docusign), M&A data room (Datasite), Officer/Company Records in various government systems ASIC, ASIC Connect, ASIC Reg Portal, AFS Licensee Portal, etc.
- Maintenance of Document Register in GRACE for all Board approved policies and preparing and reviewing Charters for Committees.
- Managing the Meridian Lawyers Employee Share Plan and associated employee GGH loans.
- Carrying out other functions, if any, required of the Company Secretary by the Constitution.

**About You**

We reckon this is a cracking role for a law graduate (or related) who might have stepped into practice for a bit or has gained some other professional work experience and is ready to establish themselves in the corporate world. the days are gone when the Company Secretary merely kept the minutes of the board and handled board correspondence and the exposure you'll get into the running of our business will be invaluable. You’re self-directed, have a learning mindset, are organised, articulate and a relationship builder. Critically, you understand that the role is highly administrative and support-based, so getting your sleeves rolled up and getting stuck in is critical.

**We offer**:

- Competitive remuneration and annual bonus
- Hybrid working, 2 days in the office, (we call this #Connect which reflects how we work remotely + in the office and = flexibility)
- Staff discounts with leading retailers
- An innovative Employee Assistance Program that provides counselling and support to all staff members and their immediate family
- Wellbeing initiatives such as health checks and skin checks.

**Next Steps**

**Advertised**: 06 Nov 2023 AUS Eastern Daylight Time
**Applications close**: 14 Nov 2023 AUS Eastern Daylight Time

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