Corporate Board Secretarial Specialist

Corporate Secretarial, Sydney, Australia

Monday - Friday, 9.00am - 6.00pm 

Hybrid

You will be managing a portfolio of clients, including registering companies, managing company registers, preparing and lodging ASIC forms, drafting resolutions and other statutory documents, monitoring ASIC debt status and ensuring compliance with corporate governance standards. Candidates are required to provide excellent services to clients by addressing their inquiries promptly and professionally and assisting in the periodic compliance review of companies and trusts, ensuring adherence to all relevant frameworks and regulatory requirements.

Company Secretarial Support:

• Assist in managing company registers, preparing and lodging ASIC forms, drafting resolutions and other statutory documents, monitoring ASIC debt status and ensuring compliance with corporate governance standards.
• Coordinate and lodge forms with ASIC for changes of company details, ensuring timely and accurate submissions.
• Prepare and organize meeting packs for board meetings and committees, ensuring consistency, clarity, and high-quality materials.

Client Services:

• Provide excellent services to clients by addressing their inquiries promptly and professionally.
• Communicate effectively with clients to gather the necessary KYC documents for internal onboarding processes and periodic reviews.

Compliance Monitoring:

• Assist in the periodic compliance review of companies and trusts, ensuring adherence to all relevant frameworks and regulatory requirements.
• Ensure compliance with up-to-date legal and regulatory standards, as well as internal compliance monitoring procedures. 

What technical skills, experience, and qualifications do you need?

•  Graduate qualification in commerce, business, governance, or law is required.
• Approximately 4 years of experience in corporate secretarial roles, with a solid understanding of ASIC regulations and corporate governance practices.  
• Strong communication skills, with the ability to manage multiple tasks efficiently and within deadlines.
• Excellent time management skills, attention to detail, and the ability to prioritize and execute tasks effectively.
• Ability to work independently to manage company registers, prepare documentation, and liaise with regulatory bodies.

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Corporate Secretarial, Auckland, New Zealand:

Monday - Friday

Hybrid

Assist in the following Corporate Secretarial Matters:

• Client facing, coordinating all corporate secretarial requirements to maintain compliance with the New Zealand company’s office and under Corporation Law in maintaining company records.
• Advise or brief the board of directors on various corporate governance issues, including sound governance practices.
• Creating the mandatory statutory records / register and regularly updating with copies of resolutions, changes in directors, shareholders, annual returns, financial statements, dividend distributions, including scanning, photocopying (as required).
• Drafting of various resolutions like AGM resolutions, Special resolutions, and Directors Resolutions.
• Arrange Company Authorisations / Transaction Documents for circulation and execution by the board directors and Shareholders.
• Assist in drafting agenda for Board Meeting, drafting minutes of the meeting.  
• Assist in filing Annual Returns with the NZ Companies Office.
• Assist with drafting various Companies Office Forms
• Assist in new company incorporation with the New Companies office including completion and collection of client records and submission of CDD/KYC.
• Assisting in updating client calendar as well maintaining compliance calendar.
• Systematically file documents i.e., maintain electronically and correctly naming the files on the server by following naming protocol.
• Assist in Billing / Invoices related matters.
• Assist with company deregistration (if applicable).
• Emailing and/or posting client correspondences, as and when required.  
• Assist in drafting Cosec Process, regular review and updating the same. 
• Assistance with other special projects that may arise.
• Stay informed on regulatory developments and issue / changes that affect the business and ensure compliance at all times.
• Assisting in managing governance process, reporting for client directorship Portfolio
• Support CSC Directors in their resident directorship roles to ensure they have continuing visibility of client operations and status, i.e., contacting the client to obtain information and facilitate Q&A. 
• Review client files and manage data and document requirements for clients on timely basis.
• Review and update Directors Governance Spreadsheet, like renewal of D&O Insurance.
• Admin and CSC NZ Internal Functions.

Manage onboarding new clients and continuing KYC and compliance monitoring

• Ensure all new clients are subject to standard on-boarding process.
• Gather and review all the required documents (depending on AML or non-AML)
• Ensure the client onboarding forms are completed on a timely basis
• Set up new client files and folders (hard copy as well as e-files)
• Request documents from clients

Compliance Under AML CFT Regulations and Global Policies. 

• Ensure to complete CDD /KYC as may be required for all new clients depending on the services being provided.
• Assist in updating required AML CFT reporting on annual file reviews.
• Assist (source and compile information) in submission of AML CFT Annual Return and Risk Assessment. (Once a year)
• Ensure documents meet the AML CFT requirement and check for correct verification and certification as well as follow up with client to ensure that they comply with Law and CSC Group’s global policies.
• Assist in filing STR (Suspicion Transaction Reporting) if any required.
• Assist in Independent AML CFT Audit Obligations. (Once in three years)
• Assist AML Compliance Officer for other projects / tasks as may be required to ensure that CSC NZ is compliant under AML CFT regulations.
• Basic knowledge of the Privacy Act
• Knowledge of the AML CFT Act

JOB SPECIFIC REQUIREMENTS

• Willing to be the named company secretary for CSC client appointments. 
• Provide clients with compliant and timely solution and communication.
• Go beyond expectations.
• Use language and style of communication appropriately.
• The ability to execute tasks in the specific timeframe.
• Demonstrate the ability to organise tasks independently
• Experienced Commerce & Law Graduate with five years’ experience with Governance exposure.
• A reasonable understanding of business practices.
• Understanding of the NZ Companies Act 1993, Limited Partnership Act 2008.
• Preferably knowledge of AML CFT Regulations. 
• Preferably a member of NZ governance institute or equivalent. 
• Proactive.