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Assistant Company Secretary

3 weeks ago

North Sydney, Australia Pacific National Full time

**Assistant Company Secretary**
- ** North Sydney, permanent opportunity**:

- ** Collaborative, inclusive team environment offering flexibility**:

- ** Work closely with the one of the most highly regarded Chairpersons in Australia and the board of Australia’s largest private rail freight business**

**_ Pacific National is committed to diversity in our workforce and encourages women and First Nations people to apply._**

**About the role**

Reporting to the Chief Legal Officer and Company Secretary and working as part of a collaborative team, the Assistant Company Secretary provides high quality, efficient and effective company secretary support, advice and management to the Chairperson, Pacific National board and Company Secretary.

You will be a values driven professional who will provide governance support to the Chief Legal Officer and Company Secretary, senior management and the board. You will be part of an experienced and friendly team and be supported by a leader who focusses on your wellbeing and creates the space to operate autonomously. Flexibility and part time hours offered.

Key responsibilities include:

- Facilitate the end to end Board and committee meeting processes, including preparation and distribution of Board and Committee packs and assisting the business in preparing submissions to the Board
- Partner with the Company Secretary to ensure seamless provision of CoSec support to the Board
- Assist the Company Secretary with the review and updating of the Company’s delegated authority framework when required
- Prepare, review and carry out the induction process for all new board members
- Provide accurate and relevant information and advice to directors to assist them in performance of their role and execution of their duties
- Oversee annual review including solvency declaration, statutory fee payment and discrepancy reporting
- Set annual Board meeting calendar, manage invites and accommodation of all required changes
- Ensure successful delivery of all Board meetings including preparation of documentation and conduct of meetings, ensuring all decisions are accurately recorded in meeting minutes
- Undertake appropriate post-meeting actions to ensure implementation of matters arising from meetings
- Assistance with maintaining registers, reviewing ASIC correspondence, and undertaking searches
- Drafting company secretarial documentation, ASIC forms, SGX announcements, and performing lodgements
- Assistance in coordinating the administration of the electronic board portal as well maintaining board related planners, schedules, databases and other tracking tools as required
- Support the Company Secretary to maintain rolling agendas and committee calendars, substantive meeting topics and items and a reliable tracking system for action items from meetings
- Creating and maintain procedures and update templates for company secretarial documentation
- Coordination of board, subcommittee meetings and site visits, and arrangement of venues, attendees (internal and external), travel arrangements, catering, and accommodation
- Action Board appointments and resignations and other officer/committee member/entity
- Lead initiatives which focus on our company values, in particular “Make it Simple” and “Share More” values to improve overall cosec processes.

**About You**
- Experience as an Assistant Company Secretary or in performing company secretarial and governance duties
- Graduate Diploma of Applied Corporate Governance ideal
- Demonstrated ability to engage with, manage and influence internal and external stakeholders
- Strong administration and coordination skills and an ability to provide proactive contributions and take ownership of tasks
- Excellent planning and communication skills.

**The benefits**

We value diversity, inclusion, collaboration and the contribution of each of our employees. Working for us will enable you to take ownership of your career and gain access to the following benefits:

- Opportunities for growth and career development
- Opportunities to join our I&D employee committees
- Recognise, celebrate and achieve via our Achievers program
- Access to mentoring programs
- Flexible working arrangements
- 12 weeks paid parental leave for primary carer at full pay following 12 months of service
- Opportunity to purchase additional annual leave
- Provision of Salary Continuance Insurance
- Novated leasing and discounts on selected health insurance funds, travel, gyms, retail brands, vehicles and more
- We are proud to be a WORK180 Endorsed Employer for women.

**About us**

Pacific National (PN) is the largest provider of diversified rail freight services in Australia. We haul a variety of freight including coal, intermodal containers, steel, and a range of bulk commodities and materials that keep the region’s economy, businesses and households running. We operate nationally with approximately 3,500 staff in over 90+ sites across Australia.

Join us as we con