Company Secretary

2 weeks ago

Sydney, New South Wales, Australia Pacific Partnerships Full time
Job Title: Company Secretary

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

Key Responsibilities:
  • Ensure compliance with all relevant legal and regulatory requirements and company policies and processes.
  • Manage quarterly assurance for reporting entities to finance through Blueprint.
  • Implement CIMIC governance requirements as required.
  • Advise officers and directors regarding 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 of 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 CIMIC Board and Committees, including subsidiaries and management committees.
  • Prepare agendas and all company secretarial and governance papers for CIMIC Board and Committees, including subsidiaries and management committees.
  • Prepare minutes for 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 timetable for Board, Committees, and management committees.
  • Monitor and report annually 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 process, including solvency declaration, statutory fee payment, and discrepancy reporting.
  • Periodic review of proprietary status of entities with finance team to ensure financial reports are approved and lodged with the relevant authority within the prescribed period.
  • Manage ASIC Instrument 2016/785 process, including minute preparation and statutory filing. Oversee overseas entities' compliance regime, 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, 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 general point of contact for company secretarial queries across the group.
  • Provide timely and pragmatic advice to the business and promote Company Secretarial function.
  • Create, publish, and maintain company secretariat and governance policies, processes, and standards on 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.

Pacific Partnerships offers a rewarding career for our people. We support diversity in the workplace and encourage women, Aboriginal and Torres Strait Islanders, and people with a multicultural background to apply.

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