Assistant Company Secretary

at  Sanlam

CAREER OPPORTUNITY

The Santam Group of companies has a position available for a seasoned Assistant Company Secretary who will be based in Tygervalley, Cape Town.
The successful incumbent will provide company secretarial support services to the Santam Group of companies by assisting the Group Company Secretary with ensuring compliance will all applicable statutory regulations and corporate governance practices.
The successful candidate will be an integral part of Santam’s Group governance framework and will liaise closely with the Boards of directors, executive management, senior management representatives and the heads of control functions by providing strategic input, organizing and facilitating meetings, preparing and distributing meeting packs as well as maintaining meticulous company records.
The successful incumbent will, furthermore, be required to assist the Group Company Secretary with maintaining the Santam Group’s statutory records, draft and manage regulatory submissions, coordinate statutory audits as well as facilitate effective communication between key stakeholders.

JOB DESCRIPTION

The successful incumbent’s duties will include, but are not limited to, the following:

• The maintenance, administration and legal entity management of the companies within the Santam Group, by ensuring compliance with applicable local and international regulatory requirements. This includes drafting and managing legal and statutory filings as well as overseeing the Group of companies’ annual returns and CIPC administration;
• Prepare, coordinate and distribute Board submissions and meeting packs effectively and within the agreed timelines (including drafting agendas, the minutes of meetings and related Board papers in a concise and accurate manner);
• Ensure that the Company’s governance framework is appropriately developed, embedded, maintained and communicated to key stakeholders;
• Assist with the administration of Santam’s Board evaluations and statutory and/or corporate governance audits;
• Keep abreast of regulatory and statutory changes and policies that might affect the Group. This includes reviewing all amendments to, or regulations and practice notes issued under the auspices of the Companies Act, insurance legislation and/or corporate governance related regulatory requirements;
• Assist the Group Company Secretary with ensuring compliance with the Companies Act and other related regulatory requirements and governance standards as well as the JSE Listings Requirements (equity and debt listings). This includes drafting and coordinating SENS announcements as and when required;
• Assist with the maintenance of share registers, shareholder communication and coordinating the processing and payment of dividends;
• Maintain and organise Company records (both physical and digital) by applying document control. This includes drafting and reviewing legal, contractual and/or compliance related documentation as and when required;
• Maintain and safeguard the confidentiality of all company secretarial, statutory records and other corporate documents in the best interest of Santam;
• Assist with the induction, orientation, ongoing training and empowerment of directors, including assessing the specific training needs of the Board and executive management that are associated with their fiduciary and/or other governance responsibilities;
• Provide assistance and company secretarial support services to the Group Company Secretary as and when required;
• Provide support with the administration of Board evaluations, corporate governance audits and Board training interventions;
• Assist with the safekeeping and updating of Company records, regulatory filings, share certificates and ancillary registers (e.g. directors and other key person’s declaration of interest registers, Fit and Proper Registers, KYC information etc); and
• Assist with ad hoc projects to improve company secretarial processes, compliance, corporate governance and investor relations aspects.

QUALIFICATIONS AND EXPERIENCE

• A LLB degree (an Admitted Attorney) or a Bachelor’s degree in law, Business Administration, Finance, Compliance Management, Corporate Governance and/or a related field.
• A Chartered Secretary or Chartered Governance Professional qualification would be an advantage.
• Computer literacy (the full MS Office suite) including the ability to demonstrate proficiency with digital Board meeting pack e-platforms.

KNOWLEDGE AND EXPERIENCE

• A minimum of 5 years of experience in a similar role
• Proven expertise as a seasoned Company Secretary, with a sound knowledge of corporate governance principles and best practices, statutory records, company secretarial administration, regulatory filings, share registers and legal research;
• Able to demonstrate a thorough understanding of corporate laws, corporate governance, regulatory and non-regulatory compliance frameworks as well as industry standards, business administration and accounting;
• Able to portrait a sound knowledge of the financial services industry and the associated corporate governance practices, the JSE Listings requirements (equity and debt listings), King IV, compliance management, ethics and risk management as well as internal controls;
• Proficient at handling the logistics of Board meetings and AGMs (including but not limited to preparing agendas, minutes of meetings and Board submissions);
• Able to work independently whilst managing multiple tasks; and
• Capable of fostering positive relationships with key stakeholders on a continuous basis.

SKILLS REQUIREMENTS

• Exceptional organizational and administration skills (i.e. being adept at coordinating governance processes, facilitating Board communications and Board meetings, taking minutes, and record keeping);
• Excellent and effective communication and interpersonal skills - to clearly communicate shareholders’, the Board and executive management’s positions both in writing and verbally;
• Objectivity skills - by ensuring an armlength and impartial role being fulfilled between the Board and management;
• Critical-thinking skills - by playing an effective role in developing and implementing practical and generally acceptable corporate governance solutions;
• Honesty, reliability and integrity;
• Discretion, professionalism and diplomacy;
• Excellent written and verbal communication abilities;
• Enthusiasm for keeping up to date with legislation;
• Exceptional time management skills; and
• Business acumen

• The maintenance, administration and legal entity management of the companies within the Santam Group, by ensuring compliance with applicable local and international regulatory requirements. This includes drafting and managing legal and statutory filings as well as overseeing the Group of companies’ annual returns and CIPC administration;
• Prepare, coordinate and distribute Board submissions and meeting packs effectively and within the agreed timelines (including drafting agendas, the minutes of meetings and related Board papers in a concise and accurate manner);
• Ensure that the Company’s governance framework is appropriately developed, embedded, maintained and communicated to key stakeholders;
• Assist with the administration of Santam’s Board evaluations and statutory and/or corporate governance audits;
• Keep abreast of regulatory and statutory changes and policies that might affect the Group. This includes reviewing all amendments to, or regulations and practice notes issued under the auspices of the Companies Act, insurance legislation and/or corporate governance related regulatory requirements;
• Assist the Group Company Secretary with ensuring compliance with the Companies Act and other related regulatory requirements and governance standards as well as the JSE Listings Requirements (equity and debt listings). This includes drafting and coordinating SENS announcements as and when required;
• Assist with the maintenance of share registers, shareholder communication and coordinating the processing and payment of dividends;
• Maintain and organise Company records (both physical and digital) by applying document control. This includes drafting and reviewing legal, contractual and/or compliance related documentation as and when required;
• Maintain and safeguard the confidentiality of all company secretarial, statutory records and other corporate documents in the best interest of Santam;
• Assist with the induction, orientation, ongoing training and empowerment of directors, including assessing the specific training needs of the Board and executive management that are associated with their fiduciary and/or other governance responsibilities;
• Provide assistance and company secretarial support services to the Group Company Secretary as and when required;
• Provide support with the administration of Board evaluations, corporate governance audits and Board training interventions;
• Assist with the safekeeping and updating of Company records, regulatory filings, share certificates and ancillary registers (e.g. directors and other key person’s declaration of interest registers, Fit and Proper Registers, KYC information etc); and
• Assist with ad hoc projects to improve company secretarial processes, compliance, corporate governance and investor relations aspects