Administrator: Corporate Governance and Secretarial Services – Cape Town/Johannesburg

Our Client based in the Financial Services Industry requires the services of an administrator to assist the Corporate Governance and Secretarial Services team with a short-term project.


The Administrator: Corporate Governances and Secretarial Services will perform various coordination, servicing, administrative, support and relationship management activities to assist with the governance and secretarial administration of Companies and Trusts, working closely with, and supporting the Corporate Governance and Secretarial team, the wider Corporate Services team and where necessary, other teams in the company.


Will have suitable qualifications relevant to the duties and responsibilities listed above (Legal degree and/or Corporate Secretarial qualification is required);

Has a minimum of 3-5 years’ recent corporate secretarial administration experience and in-depth knowledge of relevant legislation and standards such as the Companies Act, Trust Property Control Act and King IV;

Has recent experience working with the Companies and Intellectual Property Commission (CIPC) and the Master of the High Court as it relates to Trusts;

Working knowledge of GreatSoft secretarial software will be an advantage.


The Administrator –

Corporate Governance and Secretarial Services will be expected to:

Coordinate and project manage required communication and the skills, systems, processes and procedures relating to above mentioned Corporate Governance and Secretarial Services.

take full ownership, responsibility and accountability for all instructions, transactions, interaction, and enquiries as it pertains to the allocated data base, including but not limited to: Meeting Management Convene board meetings;

Prepare the meeting pack;

Compile action items and facilitate resolution thereof; and

Minuting at trustee meetings and preparation.


Trusts Administration:

Trust Formation and Registration

Prepare the required documentation, deal with the Master of the High Court (“Master”) and obtain the required Letter of Authority (“LOA”); and

Prepare the required documentation and facilitate dealings with the South African Revenue Services (“SARS”) to register the Trust.

Trust Deed Amendments

Attend to amendments and ad-hoc changes to the Trust Deed, LOA or such other change which requires lodgement with the Master’s office.

Maintain Statutory Good Standing

Maintenance and safe keeping of electronic and paper-based records (i.e. Trust Deed, LOA, minutes and resolutions);

Draft and review standard required resolutions;

Draft and review ad-hoc required resolutions; and

Perform an annual statutory audit of all records and transactions.


Company Administration:

Company Formation

Company name reservation;

Draft inaugural minutes;

Compile all related documentation required by the Companies and Intellectual Property Commission (“CIPC”);

Electronic submission to CIPC; and

Share allotment and issue of shares.

Corporate Secretarial Administration to maintain Statutory Good Standing

Maintenance of the address where the Company records are kept;

Maintenance of company register, share register and recordkeeping of statutory records in the prescribed manner;

Director changes, year-end changes, dividend declarations, auditor changes, registered address changes and all other prescribed statutory actions;

Liaising with the CIPC and submission of all statutory forms and related statutory documentation;

Diarising and payment of annual return to CIPC;

Draft and review standard resolutions;

Draft and review ad-hoc resolutions;

Calculation and lodgement of annual return payment, including facilitation and submission of CIPC Compliance Checklist and XBRL/FAS; and

Perform a statutory audit annually.

External Company Formation

Compilation and submission all documentation required by the CIPC.

Domestication of Foreign Company

Compilation and submission all documentation required by CIPC.

Non-Resident Endorsement of Share Certificate

Compile all documentation required by the South African Reserve Bank (“SARB”) and the relevant financial institution; and

Facilitate of non-resident share certificate endorsement.



The Administrator, Corporate Governances and Secretarial Services:

is passionate about service and service excellence, with a ‘will do, can do’ attitude, demonstrating a determination and encourage others to achieve excellence in every task, action and or interaction;

is detail and quality conscious, accountable, responsible and adaptable;

is highly organised, efficient and professional with a sense of urgency and good time management;

takes initiative, is pro-active and flexible with great problem resolution skills, sound decision making and judgement;

has the ability to work independently, confidently, proactively, use initiative, be decisive and be able to consistently perform well when under pressure;

has business acumen, understands and apply business principles, procedures and processes to comply with regulations, enhance efficiency and increase profitability;

proactively builds networks with key clients as well as with people in the organisation;

has honesty and integrity of the highest order and respect for the confidentiality of our clients’ and the company’s affairs;

has excellent skills to communicate confidently, professionally and effectively with clients, staff and management (verbal and or written);

has excellent computer and typing skills, with the ability to learn and understand new systems with confidence and have a good knowledge and experience of working on and understanding the Microsoft Office suite (including Excel, Word and Outlook).

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