Company Secretary

3 weeks ago

Sydney, New South Wales, Australia Pacific Partnerships Full time

Job Title: Company Secretary

Job Summary:

We are seeking a highly skilled Company Secretary to join our team at Pacific Partnerships. As a key member of our corporate governance team, you will be responsible for ensuring the highest standards of corporate governance and compliance across our organization.

Key Responsibilities:

Corporate Governance:

  • Ensure compliance with all relevant legal and regulatory requirements, as well as company policies and procedures.
  • Manage quarterly assurance for reporting entities to finance through Blueprint.
  • Implement CIMIC governance requirements as required.
  • Advise officers and directors on the requirements of the relevant company constitution, Corporations Act, and applicable regulations.
  • Conduct disclosure training for information disclosure officers and reporting officers, and maintain records of training delivered.
  • Ensure compliance with all relevant acts, regulations, and governance standards in Australia and overseas (entities and branches).
  • Manage group-wide responses to Australian Bureau of Statistics (ABS) questionnaires.

Board Administration:

  • Manage drafting, compilation, review, and distribution of papers for the CIMIC Board and committees, including subsidiaries and management committees.
  • Prepare agendas and all company secretarial and governance papers for the CIMIC Board and committees, including subsidiaries and management committees.
  • Prepare minutes for the CIMIC Board and committees, including subsidiaries and management committees.
  • Manage board appointments and resignations and other officer/member/entity-related changes.
  • Prepare annual group meeting timetables for the Board, committees, and management committees.
  • Monitor and report annually on the conduct of the Board and committees, including subsidiaries and management committees, against their respective charters.
  • Coordinate and assist the Chairman with the annual Board performance review.

Compliance and Ethics Management:

  • Ensure statutory registers are maintained for all relevant entities.
  • Prepare and file statutory forms with authorities.
  • Manage annual review processes, including solvency declarations, statutory fee payments, and discrepancy reporting.
  • Periodic review of proprietary status of entities with the finance team to ensure financial reports are approved and lodged with the relevant authority within the prescribed period.
  • Manage ASIC Instrument 2016/785 processes, including minute preparation and statutory filing. Oversee overseas entities' compliance regimes, if required.
  • Oversee incorporation of new companies and reservation/renewal of company and business names.
  • Manage deregistration of dormant/obsolete entities.
  • Manage corporate representatives (s250D).
  • Manage annual and interim dividend processes.
  • Manage company secretariat elements of corporate actions, e.g., acquisitions or divestments.
  • Facilitate execution of material documents and maintain document registers.
  • Organize and verify organization and class order chart updates.

Annual Reporting:

  • Organize, participate in, and minute annual reporting committee meetings (representatives from company secretariat, ESG, finance, and communications).
  • Prepare the annual reporting timetable and liaise with authors of the reports to ensure a consistent quality deliverable.
  • Review annual reporting to ensure consistency in language, messaging, and information.

Systems and Processes:

  • Manage Diligent Entities (corporate register system) and Diligent Boards (Board portal) across the Group.
  • Liaise with Diligent on maximizing the effectiveness of their product for the Group, refining the system as demands change and technology advances.
  • Select and maintain relationships with governance service providers, including Computershare, Diligent, overseas agents, and legal advisors.

General & Adhoc Duties:

  • Chart and capture electronically details of joint ventures, alliances, and associates.
  • Maintain a dialogue with operating company secretariats, finance, and the wider business for reporting purposes.
  • Act as company secretary for group entities where required.
  • Act as a general point of contact for company secretarial queries across the Group.
  • Provide timely and pragmatic advice to the business and promote the company secretariat function.
  • Create, publish, and maintain company secretariat and governance policies, processes, and standards on the company intranet.
  • Maintain specific registers, e.g., directors' material personal interests, disclosure activity, disclosure training.
  • Deliver or participate in various projects across the Group as and when the need arises.

Education and Qualifications:

  • Tertiary qualifications in business or law.
  • Graduate Diploma in Applied Corporate Governance.

Experience, Skills, and Behavioural Competencies:

  • Minimum of eight years' experience in a similar role in a large complex organization, including:
  • Managing corporate governance for a large corporate group of companies.
  • Board coordination and administration.
  • Annual report processes.
  • Company and entity management.
  • Experience in a similar role in a highly regulated industry and a good understanding of industry issues, challenges, and strategy.
  • Ability to work effectively and collaboratively with executive management and executive and non-executive board members.
  • Strong communication and interpersonal skills with a flexible mindset.
  • Proven ability to work in a fast-paced and deadline-driven environment with a focus on accuracy and quality deliverables.
  • Demonstrated ability to act professionally with regard to sensitive and confidential issues.
  • Demonstrated ability to understand key stakeholders' needs and offer pragmatic/proactive advice and solutions.
  • Strong relationship management and communication skills, including the ability to influence key stakeholders.
  • Willingness to work in a team and collaborate to achieve outcomes.
  • Sound knowledge of electronic corporate register processes and systems.

About Us:

At Pacific Partnerships, we offer rewarding careers for our people. That's one of the benefits of having 7 brands and opportunities globally.

If you join us, some of our benefits also include salary continuance insurance, health and wellness programs, flexible working arrangements, and much more.

Back yourself and we'll back you. Get in touch today.

We support diversity in the workplace. Women, Aboriginal and Torres Strait Islanders, and people with a multicultural background are strongly encouraged to apply.

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