Administrator - Company Secretary

theapexgroup; Cape Town; On-site; ZAR 240,000 - 360,000; Full time

Job summary

The Apex Group is seeking a proactive Governance Administrator to join the Company Secretarial team in a client-facing role. You will handle admin, board packs, minutes, and regulatory filings with a focus on accuracy and timely delivery.

You will liaise with clients, intermediaries, and internal teams, ensuring compliance across jurisdictions and maintaining robust governance records. A minimum of 1 year in governance administration is expected.

Qualifications

• Minimum of 1 year's experience in governance administration.

Responsibilities

• Coordinate and manage meeting logistics for client portfolios.
• Draft and circulate agendas and board packs.
• Monitor statutory filing deadlines and ensure timely submissions.
• Maintain statutory registers and document repositories.
• Draft governance documents and manage signatures (e.g., DocuSign).
• Serve as first point of contact for clients and intermediaries.
• Prioritise work based on deadlines and regulatory requirements.
• Ensure accuracy and quality through self-reviews.

Skills

Governance Admin

Client liaison

Job description

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers. Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide. Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply 'empower' you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Description

We are seeking for a proactive and detail-oriented Administrator to join our Governance / Company Secretarial team. In this role, you will be responsible for providing administrative and company secretarial services to an allocated client portfolio under the guidance of a Senior Administrator and Assistant Manager. This is a client-facing role, and you will act as a primary point of contact for clients, intermediaries, and internal stakeholders, ensuring that all statutory and regulatory obligations are met accurately and efficiently.

Job specification

Meeting Administration

• Coordinate and maintain corporate calendars for assigned clients.
• Schedule board and committee meetings in line with client and internal requirements.
• Draft and circulate agendas in collaboration with stakeholders.
• Gather and collate supporting documentation for meetings.
• Prepare and distribute complete board packs ahead of scheduled meetings.
• Attend meetings (virtually) and ensure proper documentation is in place.
• Support the full board meeting process including minute preparation and follow-up on action points.
• Track and ensure timely signing of meeting minutes post-meeting.

Minute Drafting

• Draft clear, accurate, and concise meeting minutes that reflect key decisions and discussions.
• Capture essential meeting points in a professional and neutral tone.
• Distribute drafted minutes for review, approval, and finalisation.

Statutory Compliance & Filings

• Monitor statutory filing deadlines for your client entities and ensure timely submission.
• Assist with the preparation and filing of necessary corporate documentation with regulatory authorities.
• Ensure full compliance with jurisdiction-specific laws and governance obligations.
• Liaise with relevant authorities or platforms to retrieve or file statutory documents when needed.

Maintenance of Statutory Records

• Maintain up-to-date statutory registers (e.g., Register of Directors, Members).
• Ensure accurate record-keeping in electronic filing systems and document repositories.
• Assist with updating internal policies and procedures relevant to document management and compliance.

General Administration & Governance Support

• Develop a working knowledge of client structures and applicable legal frameworks.
• Draft corporate governance documents such as resolutions, notices, and confirmations.
• Maintain accurate tracking tools for document statuses, filing schedules, and board pack progress.
• Compile documents for signature and manage the process through platforms such as DocuSign.

Client Communication & Liaison

• Act as the first point of contact for assigned clients and relevant intermediaries.
• Respond to internal and external inquiries in a timely, professional, and accurate manner.
• Build strong relationships with clients, stakeholders, and the Luxembourg-based team.
• Liaise closely with the Legal and Compliance teams as needed to support governance activities.

Client Portfolio Management

• Manage a range of client types, from standard to more demanding portfolios.
• Take responsibility for complex meeting types where applicable, with guidance as needed.
• Prioritise work based on deadlines, regulatory requirements, and client expectations.

Quality Assurance & Self-Management

• Conduct thorough self-reviews before submitting work to ensure accuracy and completeness.
• Maintain regular updates with stakeholders regarding task statuses and upcoming deadlines.
• Take ownership of personal deadlines and proactively upscale when support is needed.
• Uphold the company’s internal standards, KPIs, and quality expectations.

Contribution to Team Culture & Operational Excellence

• Actively contribute to a positive, respectful, and collaborative team culture.
• Remain adaptable and solutions-oriented in a fast-paced and evolving environment.
• Participate in continuous improvement initiatives by providing suggestions for process enhancements.
• Collaborate across departments to ensure seamless service delivery and efficient workflows.

Skills Required

Minimum of 1 years' experience i