Company Secretary

Key Duties and Responsibilities 

• Maintain a professional, organised, and efficient office environment that supports the effective operation of the business.
• Provide comprehensive administrative support to management and the broader team.
• Maintain accurate and up-to-date company records, databases, contact lists, and statutory information.
• Professionally manage incoming telephone calls, emails, and correspondence, ensuring prompt responses and appropriate escalation where necessary.
• Prepare, format, proofread, and distribute business correspondence, reports, presentations, minutes, and other corporate documentation.
• Maintain and administer both electronic and physical filing systems, ensuring records are accurate, accessible, and compliant with company procedures.
• Safeguard the confidentiality, integrity, and security of all company, client, and stakeholder information.
• Retrieve, distribute, and manage company documentation and records as required.
• Identify opportunities to improve administrative processes and contribute to overall operational efficiency.
• Administer all statutory amendments with the Companies and Intellectual Property Commission (CIPC), including changes to directors, auditors, registered office addresses, financial year-ends, company names, and other company information.
• Process share transfers, allotments, and related transactions while maintaining accurate and up-to-date share registers.
• Manage all statutory amendments relating to Close Corporations in accordance with applicable legislation.
• Update and maintain Trust Beneficial Ownership (BO) information on the relevant systems and submit the Beneficial Ownership Register to the Master of the High Court where required.
• Prepare, generate, and submit Beneficial Ownership documentation for annual duty lodgements in compliance with legislative requirements.
• Process voluntary company deregistrations, reinstatements, and other CIPC applications.
• Ensure the accurate and timely preparation and submission of all company secretarial and statutory documentation to meet legislative deadlines.
• Monitor compliance with applicable company legislation, regulatory requirements, and corporate governance standards.
• Adhere to the firm's System of Quality Management (SOQM), internal policies, procedures, and quality standards.
• Comply with the firm's Code of Conduct, HR policies, and the professional and ethical standards prescribed by SAICA, IRBA, and IESBA.
• Provide general company secretarial and administrative support and undertake any other duties reasonably assigned by management.