Assistant Company Secretary (Cape Town CBD) at BDO South Africa

Description
Key Responsibilities

Functional Management

• Ensure client compliance with the Companies Act, associated regulations, and company bylaws.
• Provide expert advice on King IV corporate governance principles.
• Monitor legislative and regulatory changes, advising clients on necessary actions.
• Manage the filing and sorting of statutory documents and returns in line with Companies Law.
• Oversee accurate and timely administration of company records, including CIPC lodgments and register maintenance.
• Maintain statutory books and registers for client companies.
• Ensure legal compliance in the issuance, allotment, and transfer of share certificates.
• Liaise with external regulators and advisors (e.g., CIPC, auditors, Master of the High Court).
• Manage correspondence between client companies, Boards, shareholders, and third parties.
• Draft board resolutions, take meeting minutes, and lodge required forms and annual returns with CIPC.
• Prepare agendas and documentation for Board, committee, and AGM meetings.
• Distribute meeting packs and annual work plans.
• Attend client meetings to ensure legal compliance and provide necessary information.
• Follow up on action items from meetings.
• Develop tailored Board Evaluation Questionnaires and draft evaluation reports.
• Analyse Board Evaluation outcomes and prepare Focus Area Reports.
• Review and draft Committee Charters as needed.
• Prepare proposals for prospective clients and manage engagement letters.
• Respond promptly to client and stakeholder communications.
• Prepare billing schedules and invoices.
• Support the Consultant: Board Support in knowledge transfer initiatives.
• Complete and respond to Know Your Client (KYC) questionnaires.

Risk and Compliance Management

• Adhere to all applicable laws, policies, and standard operating procedures.
• Assist in implementing fraud controls, risk mitigation strategies, and governance processes
• Support internal and external audit requirements with appropriate documentation.
• Maintain and enforce Service Level Agreements to reduce risk and ensure continuity.

Stakeholder Management 

• Identify and address internal procedural barriers to enhance client service.
• Build and maintain strong relationships with internal and external stakeholders.
• Represent the organisation in committees and task teams as required.
• Communicate progress and challenges in executing tactical plans to relevant stakeholders.
• Manage stakeholder communications effectively to uphold the organisation’s reputation.

Requirements:

Qualifications, Experience, Knowledge and Skills:

Qualifications:

• Graduate CGISA or B-Degree in Law (LLB), or Paralegal
• Registered with Chartered Governance Institute of South Africa would be advantageous

Experience:

• Preference will be given to applicants with consulting experience at board level
• 2-5 years as an assistant company secretary or company secretary
• Experience with Trust Property Control Act advantageous

Knowledge:

• Relevant legislation and regulatory frameworks
• JSE Listing Requirements advantageous
• Board Governance and Compliance Knowledge
• Company Secretarial protocols
• Business Acumen

Job Skills and Competencies:

• Verbal and Written Communication
• Conflict Resolutions
• Presentations
• Project Management
• Minute Taking
• Computer Literacy

BDO Core Competencies:

• Planning and Prioritising
• Resilience
• Detail Orientation
• Innovative Thinking
• Customer Centric
• Results Focused
• Quality Focused
• Assertiveness
• Teamwork
• Problem Solving
• Judgement and Decision Making
• Analytical Thinking
• Flexibility and Adaptability
• Impact and influence