Senior Administrator - Company Secretary

Apex Group · Johannesburg, Gauteng

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Description

We are seeking a detail-oriented Senior Administrator to join our Governance / Company Secretarial team. In this role, you will be responsible for providing high-quality administration and company secretarial services to a dedicated client portfolio, ensuring full compliance with all relevant statutory obligations.
The successful incumbent will serve as a key support to junior team members, offering daily guidance, mentoring, and on-the-job training. You will act as a first reviewer of outputs, support the Assistant Manager in delivering operational excellence, and play an active role in meeting internal performance goals and client service standards.

Job specification

Client Governance & Meeting Administration

Coordinate the full board and committee meeting cycle: scheduling, agenda drafting, board pack collation, meeting attendance, and minute finalization.
Ensure meeting action items are completed and documented timeously.
Maintain and update corporate calendars and action point logs for allocated clients.
Ensure minutes are signed within required timelines and distributed accordingly.

Draft clear, accurate, and concise minutes that capture discussions and decisions.
Act as first reviewer of minutes prepared by team members, providing constructive feedback and ensuring alignment with client and internal standards.
Conduct self-review of your own drafted minutes prior to escalation for second-level review.

Monitor and manage statutory filing requirements in line with relevant legislation and internal deadlines.
Maintain accurate and up-to-date statutory records Registers of Members, Directors, etc..
Draft and submit corporate documentation to regulatory bodies as required.
Ensure corporate data integrity through diligent record-keeping and system maintenance.

Act as the first point of contact for client-related governance queries within your portfolio.
Foster strong working relationships with clients, legal advisors, and internal teams including the Luxembourg office.
Liaise with Transfer Agents and ensure timely submission of documentation for regulatory deadlines.

Provide day-to-day guidance, mentorship, and support to Administrators and new joiners.
Lead training sessions on governance, compliance processes, and best practices as agreed with the Assistant Manager.
Oversee team workload coverage, especially during leave periods or peak deadlines, and support weekly team planning.

Actively contribute to continuous improvement by identifying and helping implement process efficiencies.
Align with company-wide objectives, including data excellence, service delivery, and positive culture building.
Uphold the company's service standards, KPIs, and internal SLA expectations.
Promote a positive and solutions-driven team culture by encouraging open communication and collaboration.

Skills Required

Minimum 3 years' experience in a full Company Secretarial or governance-related role.
Minimum 2-3 years' experience of minute taking.
LLB Qualification/ CGISA certification.
AML/KYC Knowledge.
Financial Services / Fund Administration exposure highly adv.
Strong working knowledge of corporate law, regulatory filings, and board governance processes.
Experience working with clients across multiple jurisdictions e.g., Luxembourg is advantageous.
Proficiency with minute-taking, corporate calendars, and governance documentation tools.
Experience with workflow tracking platforms is a advantageous.
Strong technical knowledge of governance and statutory compliance.
Exceptional attention to detail and ability to self-review work.
Excellent verbal and written communication skills.
Ability to work independently while contributing to a wider team.
Proactive problem-solver with a solution-oriented mindset.
Proven time management and organisational skills.
Strong interpersonal skills with the ability to build relationships with clients and internal stakeholders.

What you will get in return

A genuinely unique opportunity to be part of an expanding large global business;
Competitive remuneration commensurate with skills and experience;
Training and development opportunities.